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W8WCA
Level 2

Detailed Open Sales Order Report has negative Qty and Amounts

When I print out a Open Sales Order Report it shows correctly.

 

But When I make the report for Detailed Open Sales Orders it gives me Negative Numbers for Quantity and Amounts

 

Any ideas what I am doing wrong?

 

I get the Details by: Reports - Sales - Open Sales By Customer

Then: Customize Report: Filters Detail Level = All or all but summary.

 

Actually Quickbooks Premier Plus Mfg and Wholesale edition

 

 

17 Comments 17
GraceC
QuickBooks Team

Detailed Open Sales Order Report has negative Qty and Amounts

Hello there, @W8WCA.

 

It's possible that your QuickBooks Desktop (QBDT) data might have been damaged. Thus, causes a negative quantity and amounts on your sales order.

 

To fix this, I have some few steps to recommend to that can verify if that's the case and resolve this as well.

 

Here's how:

  1. Let's ensure that your QuickBooks is updated to its latest maintenance release. You can download the update from here: Update QuickBooks Desktop to the latest release.
  2. Then Run the Verify and Rebuild Tool that can resolve common data issues in QuickBooks. Check out the steps here: Verify and Rebuild Data in QuickBooks Desktop.

Once done, let's go back to review your sales order report again on what transaction type will show because the posting in the quantity will depend on the type of the transactions.

 

You can also check this reference on how to fix data damage on your QuickBooks Desktop company file for more information. 

 

Also, I've attached this article, to learn more about customizing reports in QuickBooks Desktop: Customize reports in QuickBooks Desktop.

 

 Keep me posted if there's anything else you need or if you have an additional concern. Just leave a comment below.

W8WCA
Level 2

Detailed Open Sales Order Report has negative Qty and Amounts

Thank you

 

 

Steve_C
QuickBooks Team

Detailed Open Sales Order Report has negative Qty and Amounts

Hi W8WCA. I'm glad Grace was able to get you back on track. Be sure to let us know if you need anything else. I would be glad to further assist you. 

W8WCA
Level 2

Detailed Open Sales Order Report has negative Qty and Amounts

I am not on track.

 

When I run a open sales order report by customer I get normal quantities and amounts

 

But when I do it with details I get negative numbers

 

 

W8WCA
Level 2

Detailed Open Sales Order Report has negative Qty and Amounts

Any one?

 

I did the rebuild database same issue


@W8WCA wrote:

I am not on track.

 

When I run a open sales order report by customer I get normal quantities and amounts

 

But when I do it with details I get negative numbers

 

 


 

W8WCA
Level 2

Detailed Open Sales Order Report has negative Qty and Amounts

Anyone have more ideas?

 

I rebuilt database and updated quickbooks

SashaMC
Moderator

Detailed Open Sales Order Report has negative Qty and Amounts

Hey W8WCA,

 

Thank you for reaching back out and rebuilding and updating your database. You're not doing anything wrong. The report was designed to show the full details of a certain amount of sales order. When running the full detail report, I advise adding a debit and credit column or account column for clarification purposes. I do recommend using the Summary Detail Report instead of having to customize the filters to All.

 

You can refer to this article that goes into how to more details on customizing reports.

 

If you have any questions, please let me know. I will be happy to help! 

W8WCA
Level 2

Detailed Open Sales Order Report has negative Qty and Amounts

Sorry but I must be too tired or something

 

How do you create a Summary Detail Report?

 

I want a Open Sales Order list that Details each line item on a Sales Order

AlexV
QuickBooks Team

Detailed Open Sales Order Report has negative Qty and Amounts

Hello W8WCA! Thanks for the reply!

 

The summary report mentioned by my colleague is the Open Sales By Customer itself without changing the Detail Level to All except summary. Adding the Credit, Debit, and Account columns can also help so you'll understand more how these transactions affect your data.

 

Also, I have a different report you can pull up and this will show exactly what you need.

  1. From the Reports menu, hover over Sales and select Sales by Customer Detail.
  2. Click the Customize Report button. On the Display tab, under the Columns section, make sure to search and select Item, Amount, Qty, and other columns you'll want to add to the report such as Credit, Debit, and Account.
  3. Go to the Filters tab. In the Choose Filters section, search the following: 
    • Detail Level and set it to All except summary
    • Transaction Type and select Sales Order
    • Posting Status and set it to Non-posting.
  4. Tap OK.

 

You can also check these articles to learn more about how to customize the reports in QuickBooks Desktop:

 

Leave a comment again below and we'll answer it as soon as we can. Thanks!

W8WCA
Level 2

Detailed Open Sales Order Report has negative Qty and Amounts

Thanks!

I had to figure out how to only have Open SO's but in one of the links you had it answered that (Filters paid status open)

W8WCA
Level 2

Detailed Open Sales Order Report has negative Qty and Amounts

Oops!

 

This report shows all Open Invoices not just all open S.O.'s

 

I cannot find a filter for only Open SO's


W8WCA
Level 2

Detailed Open Sales Order Report has negative Qty and Amounts

Any help here?

 

"

This report shows all Open Invoices not just all open S.O.'s

 

I cannot find a filter for only Open SO's"


@W8WCA wrote:

Oops!

 

This report shows all Open Invoices not just all open S.O.'s

 

I cannot find a filter for only Open SO's



 

Mark_R
QuickBooks Team

Detailed Open Sales Order Report has negative Qty and Amounts

Thank you for following up, @W8WCA.

 

I'm here to help make sure you can filter the Sales by Customer Detail report to show only all open Sales Orders (SOs).

 

The steps provided by my colleague AlexV above can show all the SO transactions. You'll want to make sure that the reporting period and the filters are correct. Here's how:

 

  1. Run the Sales by Customer Detail report.
  2. Review the date range of the report. Make sure the dates include the sales order transactions.
  3. Click the Customize Report button, then go to the Filter tab.
  4. In the Search Filters field, search for the following:

 

  • Detail Level and set it to All except summary
  • Transaction Type and select Sales Order
  • Posting Status and set it to Non-posting.

 

      5.      Select OK.

 

I'm adding this article for more guidance: Customize reports in QuickBooks Desktop.

 

Just in case you want to save your current customization of the report, you have the option to memorize it.

 

It's nice working with you, @W8WCA. Should you need any additional assistance running reports, you can leave a comment below. I'll be sure to get back to you.

W8WCA
Level 2

Detailed Open Sales Order Report has negative Qty and Amounts

I am not sure what is up but I get some closed SO's when I run this but not all

When I run the Open Sales Orders By Customer and select detail level all but summary I get the correct amount (But it is Negative)

I still do not see what is telling only open SO's in your instructions

W8WCA
Level 2

Detailed Open Sales Order Report has negative Qty and Amounts

This still shows some orders that are closed.

I pick custom date then the oldest Order date we have (Still open) and put that and today in for the dates fields.

Then the filters mentioned

When I select Open Sales orders it only has the open ones and has proper open amount

RenjolynC
QuickBooks Team

Detailed Open Sales Order Report has negative Qty and Amounts

Thanks for your prompt reply, W8WCA.

 

I agree that the report would include the closed sales orders. If the report doesn't show any negative numbers for the Quantity and Amounts, you have the option to export it to Excel. Then, manually remove the closed sales orders you don't want to include. 

 

To export, here's how:

 

  1. Go to Reports > Sales > Sales by Customer Detail.
  2. Click the Excel on the toolbar. To create a new Excel workbook, select Create New Worksheet. If you want to update an existing workbook with the data in the open report, select Update Existing Worksheet. Select Browse and then find the workbook on your computer. Keep in mind, this overwrites the existing workbook. 
  3. If you want to format the data a specific way, select Advanced. This is optional. Note: The report must have less than 256 columns.
  4. If you see a message that says your report has too many columns, select Advanced. Select and uncheck the Space between columns checkbox, then select OK.
  5. You can also save your report as a CSV instead of an Excel workbook and have more columns.
  6. When you’re ready to export, hit OK. To open the report in Excel, you can also select Export.

For reference, you can read this guide: Export reports as Excel workbooks in QuickBooks Desktop.

 

You can also learn more about the different reports in QuickBooks Desktop and how you can customize them, by checking out these articles:

 

If you have more questions about the reports or need help with other task in your account, please let me know in your reply. I'd be glad to help you out again. Have a good day ahead.

W8WCA
Level 2

Detailed Open Sales Order Report has negative Qty and Amounts

Yes I do that every week and I edit them to be more to my liking in Excel

 

Thanks - I guess I will have to go with the Open Sales Detail order and use a -1 -  copy - paste special and then multiply to get rid of - numbers!

 

It does not seem to be any way around it - and I just can't get used to looking at negative numbers!

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