Sales Order - Fulfilled Sales Order, Unfulfilled Sales Order

Welcome to the QuickBooks Community, @Bagya1111.

I appreciate you providing details of your concern. Creating Sales Orders (SO) in QuickBooks Desktop (QBDT) will help you track the items your customer ordered. To know more about it, I'd be happy to answer your questions. 

1) Fulfilled SO means that you have completed the products based on your customer specifications and deliver them at the time of sale. While Unfulfilled SO, is those orders from your customer that you have not yet fulfilled or shipped. 

2) Once you've fulfilled the SO, you can now create an invoice.

3) This does not partially close but once you close the SO means the SO is completed and all billable/purchase items are done.

4) To close an SO, you can either mark the line item as closed or click the Mark as Closed button.

5) The SO can be closed, when the order has completed invoices against it.

6) Backorders are those yet to deliver or fulfilled.

7) You can simply add the dry food by clicking the Add button. Then, when the rest of the item is delivered, edit the invoice.

8) SO is a non-posting transaction so it will be removed/ tagged completed once closed. 

9) Make sure that the Invoice created was attached to the SO. Once confirmed, manually close the SO. 

Also, you can always visit our Community help page to find articles you can bookmark for future use. Simply, enter a keyword of your concern on the search box or select any of the categories displayed.

If you need further assistance regarding creating Sales Orders in QuickBooks, please post a response below. I am always available to help in case you need it. 

Hai Divinia,

Thanking you for prompt response.

I had closed a Fulfilled Sales Order by using "Mark As Closed" option available in QB and generated an Invoice. My colleague wanted to remove few Entrees (both Frozen & Dry) from the Invoice. In the Invoice, she had deleted the Entrees which were not included in the Pallet. In the CLOSED Fulfilled SO, "tick" mark across the entrees which has been removed in Invoice, was not available. I consider this as a Partially opened SO.

1) Why should all the entrees in the Fulfilled SO needs to be closed OR tick mark must be present across all the entrees available? Does the untick entrees of Fulfilled SO becomes a BackOrder and gets added up while generating PickSheet files for the same Customers next Order?

2) My Colleagues version: When you add items later in an invoice which is linked to a manually made sales order, the already closed sales order will become open.  Close the linked Sales order, otherwise the whole order becomes a Backorder. --> Is this STATEMENT True? 

Please justify.

Thank you for giving us a follow-up response, Bagya1111.

I'd like to share and give you a better overview of sales orders and how it works in QuickBooks Desktop.

Marking sales orders as closed doesn't have any affect your books. However, sales order is part of your usual A/R workflow in QuickBooks Desktop.

You can utilize the Sales Order Fulfillment Worksheet to have better insights and access to all aspects of the process.

1.) It depends on the size of your company, the volume of your sales orders, or your operations, these processes might be distinct and handled in a sequential order where items are picked first, sent for packing, and finally shipped once they are packed.

Each business has their own way of doing things and we recognize that. Therefore, the sales order fulfillment process is flexible and can be customized to suit your unique business needs.

There are three main processes in fulfilling sales orders. You may proceed with any of the following workflows:

• Workflow 1: Pick > Pack > Ship
• Workflow 2: Pick > Ship
• Workflow 3: Ship

2.) False. Once you've marked the sales order as closed, you can still create invoices out of it. However, it will not open the sales order even if you change the items on the invoice linked to it.

I've also included this article for more information on how to use the Sales Order Fulfillment Worksheet in QuickBooks Desktop.

Let me know if you still have questions or clarifications about sales order. I'll be here to help. Have a great weekend!

Whether any app available for sales order management in quick books online plus. Need similar features.

I can see the benefit of being able to have a sales order management feature in QuickBooks Online (QBO), @Abhijeet1. That's why I'm here to share further details about this.

Sales Orders help you record a sale that you plan to fulfill in the future. With QBO, you can create an Estimate and later on, convert it into invoices. They're both non-posting transactions and will not be included in your financial report (i.e., Profit and Loss).

While you want to integrate a third-party app with similar features as the sales order, I'd recommend visiting the QuickBooks Apps page or search for one through the Apps menu. This way, you'll get to choose the management app that best suits your business needs.

Also, to keep you updated with the latest features, news, and product upgrades, I encourage you to visit our blog: The QuickBooks Blog.

Additionally, here's an article that'll further guide you in managing your transactions and your business growth using QBO: QuickBooks Help Articles. It also includes topics about banking, taxes, and reports, to name a few.

Let me know in the comments below if you have other concerns about QBO features. I'll be glad to help. Stay safe always.