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AFTER INVOICE CREATED SALES ORDER STILL SHOWING UP? and i don't know how to "FIX" this. I would appreciate any "ideas" or answers that I simply can't find anywhere!

After creating an Invoice (only sometimes) from a Sales Order - The Sales Order stays in there as if it wasn't Invoiced, but it was.  I don't want to "Delete" the Sales Order after Invoicing, but I just can figure it out, how do I "FIX" this? -   I am using the version: QuickBooks Enterprise Solutions... Retail 15.0 - if this will help...

...after following your advice steps... ...these are the screen shots... ...it's still not working.   FYI - this isn't the only "Customer" this happens to.  I so appreciate your help!  - Thanks! 

Solved
Best answer 12-10-2018

Accepted Solutions
QuickBooks Team

Hi accounting, I'm glad you visited us today so we can so...

Hi accounting,

I'm glad you visited us today so we can sort things out for you!

It's possible that the sales order is not connected to the invoice that's why it is still showing up. We can verify this information by checking the Transaction History Report.

To run the report, open the Sales Order, then click the Reports menu at the top and click Transaction History. This will show the Invoice attached to the Sales Order. 

Once you've verified that the Invoice created was attached to the Sales Order, we can manually close the latter. Here are steps that'll guide you through:

  1. Close the Transaction History Report,
  2. In the Create Sales Order box, click Main.
  3. Click the Mark as Closed button.
  4. Select Save and Close.

After doing all these steps, the sales order will stop showing up. If you have questions, don't hesitate to let me know. I'm only a comment away. 

View solution in original post

15 Comments
Not applicable

You gave some helpful advise, - I tried all the steps, st...

You gave some helpful advise, - I tried all the steps, still not working out!
QuickBooks Team

Hi @accounting, I appreciate the details you've added....

Hi @accounting,

I appreciate the details you've added.

As I've checked the screenshots and the excel file you've attached, it's possible that a part of your QuickBooks Desktop data has been damaged. This causes the program not recognizing properly that the sales order has been closed.

You can run Verify and Rebuild Data in QuickBooks. Verify will detect any damaged data and rebuild will attempt to fix the damaged data detected. Also, it allows your QuickBooks software to refresh the date inside the company file.

Here's an article that'll guide you through the process:

<a rel="nofollow" target="_blank" href="https://community.intuit.com/articles/1436389">https://community.intuit.com/articles/1436389</a>

Make sure to create a backup copy of your company file prior to doing the Verify and Rebuild process. If there are changes that occur, having a backup copy allows you to restore it to undo the changes.

To give you a more in-depth information on how to back up a company file:

<a rel="nofollow" target="_blank" href="https://community.intuit.com/articles/1436816">https://community.intuit.com/articles/1436816</a>

Once done, try checking the Sales Order, or pulling up an Open Sales Order report. You'll want to go to Report at the top menu bar, then click Sales. Scroll down to Open Sales Order by Customers.

Let me know how it goes when you get the chance to try it. I'll be here with you until we get this resolved.
Not applicable

After following the steps to Verify and Rebuild Data, and...

After following the steps to Verify and Rebuild Data, and after rebbot - all systems are operating wonderful!  I appreciate the information provided "Step-By-Step" - it has been beneficial for me and this company.  Thank You very Much - *(Vivien)* -
QuickBooks Team

It's my pleasure @accounting! I'm happy everything's doi...

It's my pleasure @accounting!

I'm happy everything's doing fine by now! If you have any questions in the future about Quickbooks Dekstop, don't hesitate to post back in the Community! Have a great day!
QuickBooks Team

Hi accounting, I'm glad you visited us today so we can so...

Hi accounting,

I'm glad you visited us today so we can sort things out for you!

It's possible that the sales order is not connected to the invoice that's why it is still showing up. We can verify this information by checking the Transaction History Report.

To run the report, open the Sales Order, then click the Reports menu at the top and click Transaction History. This will show the Invoice attached to the Sales Order. 

Once you've verified that the Invoice created was attached to the Sales Order, we can manually close the latter. Here are steps that'll guide you through:

  1. Close the Transaction History Report,
  2. In the Create Sales Order box, click Main.
  3. Click the Mark as Closed button.
  4. Select Save and Close.

After doing all these steps, the sales order will stop showing up. If you have questions, don't hesitate to let me know. I'm only a comment away. 

View solution in original post

Not applicable

THANKS - IntuitaVivien - I have some screen shots to show...

THANKS - IntuitaVivien - I have some screen shots to show you because it didn't work for me.  Not real sure how to show you these saved screen shots so you can see "it simply" didn't work for me.
QuickBooks Team

Thanks for your quick response @accounting, I'd be happy...

Thanks for your quick response @accounting,

I'd be happy to see the screenshots you've saved. It will help me isolate the issue even better.

Let me walk you through saving them in your original post:

1. Click the Edit button on your original post.
2. Click the Attach Files at the button of the screen.
3. Click Choose Files.
4. A location folder will open, look for the saved screenshots one at a time, then click Open,
5. Click Save.

Refer to the additional screenshots I've attached in my original answer.
Community Explorer **

Re: Hi @accounting, I appreciate the details you've added....

Hi, we have done these utilities a few times with no errors, but it doesn't help. If our staff at headquarters invoices against the sales order, it links up fine. If shipping does the same thing at the remote warehouse, the sales orders do not link most of the time. It is very time consuming for headquarters to have to invoice instead of shipping, and more work for shipping who now has to provide a manual list too.  All of this process used to work fine last year for shipping in our old QuickBooks file, and everything was the same (shipping logs in remotely to headquarters server, shipping user has same privileges, same QuickBooks Enterprise 18 with Advanced Inventory, same server). We have a 30 user license so that isn't the problem either. The ONLY change is we consolidated the separated entities into one main company file, and now sales orders don't link to invoices for the remote user. 

Community Explorer **

Re: Hi @accounting, I appreciate the details you've added....

Hi, I am the Controller. We have done these utilities a few times with no errors, but it doesn't help. If our staff at headquarters invoices against the sales order, it links up fine. If shipping does the same thing at the remote warehouse, the sales orders do not link most of the time. 

 

All of this process used to work fine last year for shipping in our old QuickBooks file, and everything was the same (shipping logs in remotely to headquarters server, shipping user has same privileges, same QuickBooks Enterprise 18 with Advanced Inventory, same server). We have a 30 user license so that isn't the problem either. The ONLY change is we consolidated the separated entities into one main company file, and now sales orders don't link to invoices for the remote user. 

 

Please help -- it is very time consuming for headquarters to have to invoice instead of shipping, and more work for shipping who now has to provide a manual ship list too.

QuickBooks Team

Re: Hi @accounting, I appreciate the details you've added....

Hello there, @ZHFG.

 

I'd like an opportunity to help you make sure that your invoices are associated with the recorded sales order in QuickBooks Desktop.

 

In ensuring that your transactions are accurately recorded, QuickBooks Desktop has a specific workflow to suit your business process. Normally, once you hit Create Invoice option in Create Sales Order window, the invoice should be linked automatically to the sales order.

  1. Create a sales order 
  2. Create an invoice 
  3. Record a payment 
  4. Deposit customer payments

When a transaction is not linked, it may be that the invoice or sales order is accidentally deleted. To fix this, let's perform resorting of your list and verify rebuild of your data.

 

If the issue persist, I'd recommend reaching out to our Technical Support Team. A specialist will be able to access your account and further assist you via secured remote access session.

 

Here's how to contact us:

  1. Visit: https://help.quickbooks.intuit.com/en_US/contact.
  2. Choose your QuickBooks Product.
  3. Select your QuickBooks Version.
  4. On the Contact Us page, click a topic.
  5. Click on the Get Phone Number button to see the support number.

Feel free to click the Reply button if you have other questions about resolving your damaged transactions. I'm always here to lend a hand.

Not applicable

Re: AFTER INVOICE CREATED SALES ORDER STILL SHOWING UP? and i don't know how to "FIX" this. I would appreciate any "ideas" or answers that I simply can't find anywhere!

Those options are not at the bottom of my sales order.  Why?

Not applicable

Re: AFTER INVOICE CREATED SALES ORDER STILL SHOWING UP? and i don't know how to "FIX" this. I would appreciate any "ideas" or answers that I simply can't find anywhere!

Those options do not show up on the bottom of my sales order.  Why?  I have Enterprise Solutions 19.

QuickBooks Team

Re: AFTER INVOICE CREATED SALES ORDER STILL SHOWING UP? and i don't know how to "FIX" this. I wou...

It's good to see you here in the Community, @JudyGomez1,

 

I appreciate you performing the recommendation of my colleague. Let me help you figure out where Create an Invoice is located for.

 

If you are referring to the Create Invoice option on the Create Sales Order page, it is located at the top right of the window. See the screenshot below.

 

CREATE INVOICE IN SALES ORDER.PNG

 

Top of that, if your sales order is accidentally deleted and the transaction is not linked. I suggest performing resorting of your list and verify rebuild your data.

 

You can also check this article about recording sales transactions from customers in QuickBooks, please check out this article: Create an Invoice in QuickBooks Desktop.

 

To gain more insights into QuickBooks Payments, such as the next business-day deposit, I'm attaching the article for your future reference: Find out when QuickBooks Payments deposit your money.

 

If you have other questions and concerns, please post a comment below. We'd love to hear it from you. Have a good day.

Not applicable

Re: AFTER INVOICE CREATED SALES ORDER STILL SHOWING UP? and i don't know how to "FIX" this. I wou...

I already created the invoice but the sales order did not update it still shows as an open sales order when actually it is closed.

QuickBooks Team

Re: AFTER INVOICE CREATED SALES ORDER STILL SHOWING UP? and i don't know how to "FIX" this. I wou...

Hello there, @JudyGomez1.

 

There are two options to create an invoice out from a sales order. It's possible that you've chosen to create an invoice for a specific item only.

 

On the other hand, let's make sure that your QuickBooks Desktop Enterprise is updated to its latest release version.

 

Lastly, if the issue persists, I'd recommend contacting our QuickBooks Support team if you need more assistance they have the tools to help you to resolve this issue.

 

Here's how:

  1. Open QuickBooks.
  2. Go to Help, then select QuickBooks Desktop Help.
  3. Select Contact Us.

 Please let me know how it goes for you. I'm always around to help whenever you needed me. Have a good day!

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