Closed Sales Order Report

Hello there, @DanBu!

Let me help share details in generating a report showing a list of closed sales orders.

You can customize one of your transaction list report to pull up a record of sales orders that has been closed already. I'll show the steps on how to accomplish this.

1. Go to Reports.
2. Under Customers & Receivables, select Transaction List by Customer.
3. Select Customize Report.
4. Choose a report date range based on the sales orders you wanted to view.
5. On the Filters tab, select Transaction Type, Paid Status, and Posting Status.
   • Transaction Type = Sales Orders
   • Paid Status = Closed
   • Posting Status = Non-posting
6. Click OK.

Here's an article to read and learn more about customizing a report: Customize Reports in QuickBooks Desktop.

I've also included this reference helpful with the steps needed to identify how stable is your business's financial status: Create and Manage Reports in QuickBooks Desktop.

You can always leave a comment below if you have follow-up questions with this or start a new thread if you have any other concerns. I'll be here to lend a hand. Stay safe!

Thank you very much!! We are on the right track, as I can see the list of Sales Orders and it includes the closed Sales Orders - this is something I couldn't get to populate in the past!

I wonder if it is possible to limit the report to only Sales Orders that have been closed, and by date of closure?

We make an inventory transfer from our "Warehouse" to a site called "Trial" along with creating a Sales Order to track items that are "on trial" with a customer. This removes them from available "Warehouse" inventory and connects them to a customer without the transaction hitting our accounts receivable. Then, the customer will either return all items or purchase some and return others.

I would like to capture Closed Sales Orders by date of closure. This would allow me to make sure that the "returned" inventory items from the Sales Order (i.e. those not converted to an invoice) are transferred back to the "Warehouse" site location when the Sales Order is closed.

Is there a way to modify the report to show only Closed Sales Orders by date-of-closure?

Many thanks in advance for your input!!!

Thanks for your prompt reply, DanBu.

In addition to the steps shared by my colleague JonpriL, please add the Detail Level from the Filter tab. Then, select All except summary. This will only show the sales orders with a Closed status. 

As for the date, we're unable to add this option. However, you can export the report to Excel by clicking Excel > Create New Worksheet. Then, manually edit the data to include the status and date when the transaction were closed. 

Here's a sample screenshot for reference:

You can also find the steps in this link: Export reports as Excel workbooks in QuickBooks Desktop.

To learn more about the reports in QuickBooks Desktop and how you can customize them:

• Understand reports
• Customize reports in QuickBooks Desktop

If you have additional questions regarding the report or need help with the other features in your account, please don’t hesitate to let us know in your reply. We’ll be here to assist you. Take care!

Thank you for your additional input! I followed your suggestion and the report continues to capture Open AND Closed Sales Orders. I will try to attach the screenshot - I believe my set-up mirrors yours but perhaps I am missing something? Please let me know if you have any other suggestions, I hope that we can get a report to work - I am comfortable with data export and manipulation in excel if we can get the filters to show only the Closed Sales Orders - or even labeled as Open vs. Closed because then I can sort them in Excel. It appears that all Sales Orders are classified as "Paid" in the display column "Paid," whether they were converted to an invoice and actually paid or they remain open Sales Orders, so perhaps that is a challenge? Do you have any additional advice? Thank you for your help!

Thanks for the update, @DanBu. I'll make sure you can get the appropriate data you need when pulling up the transaction report in QuickBooks Desktop (QBDT).

Based on your description of the issue, it seems that you have a minor data issue with your company file. With this, I'd recommend utilizing the Rebuild Data tool. It's a built-in tool that can help automatically fix data issues with your company file. To do this, here's how:

1. Go to the File menu.
2. Select Utilities, then choose Rebuild Data.
3. On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.
4. Let the tool repair your file. It may take some time. 
5. When the tool finishes, select OK.
6. Go to the File menu.
7. Select Utilities, then choose Verify Data.
8. Let the tool check your file for data issues.

In case the issue persists, continue performing the recommended solutions in this article starting with Solution 2: Fix data damage on your QuickBooks Desktop company file.

Also, to further guide you in managing your sales and income transactions and the growth of your business using QBDT, I'd recommend checking out this article: Sales and Customer Help Articles for QuickBooks Desktop. It includes topics about payments, customer refunds and credits, and customizing sales forms, to name a few.

Please don't hesitate to let me know if you have other concerns about receiving customer payments and managing income transactions in QBDT. You can drop a comment below, and I'll gladly help. Take care always, @DanBu.