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gwfross
September 4, 2020
Solved

Taking Long Time to Invoice Sales Orders

  • September 4, 2020
  • 4 replies
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I have a client who has a few hundred open Sales Orders going back three months. The line items in the Sales Orders have large negative Available Quantities to them in Inventory because of this. When they Invoice one of these Sales Orders, it can take anywhere from a half hour to two hours to save the Invoice. If they were to create an Invoice (not from a Sales Order), there is no issue. I found a Sales Order that didn't have an allocation issue and I was able to Invoice it without any issues. I'm assuming that having these large negative Available Quantities is causing their issue.

I've instructed them to post all of their open Purchase Orders in order to increase the inventory levels in order to have positive Available Quantities. Is this the right approach? Will they still have long save times because there are so many open Sales Orders? Any advise is much appreciated.

Best answer by gwfross

Thank you for everyone's responses. I discovered what was causing my client's issues. The FIFO inventory calculation method was turned on. Since they had open Sales Orders going all the way back to 2018, it was taking literally hours to Invoice a Sales Order. There are two solutions.

  1. Start invoicing the most recent Sales Orders and work backwards. Make sure all the vendor Purchase Orders are posted first. It may not be the most sound accounting option but it's better than waiting a couple hours for each Sale Order to be invoiced.
  2. Turn off the FIFO calculation method.

My client wasn't aware that the FIFO option was turned on. They were operating under the assumption that they were using Average Costing. So I went with option 2. Sales Orders are now taking just a few seconds to Invoice.

4 replies

M
MaryAnn_E
September 4, 2020

Hi there, @gwfross.

 

Let’s run the Verify/Rebuild Utility Tools which often detects and resolves any data issues within the company file. Follow the steps below:

 

To run the verify utility:

 

  1. From the File menu, click on Utilities.
  2. Select Verify Data.

 

To run the rebuild utility:

 

  1. From the File menu, click on Utilities.
  2. Select Rebuild Data.

 

Here’s the article that details the steps to run verify and rebuild utilities: Resolve data damage on your company file.

 

Once done, create and copy the Sales Order then use it on the Invoice. That should help get past the hurdle you're experiencing.

 

Please let me know how this goes. I want to ensure everything's working fine on your end. Have a good day!

G
gwfrossAuthor
September 4, 2020

I've already done that along with condensing the file. I was on the phone with QuickBooks support and went through the basic troubleshooting processes. It seems to be related to the amount of open Sales Orders and the negative Available Quantities the items are showing. As I mentioned before, I was able to Invoice a Sales Order that had no Available Quantity problems and it saved very quickly.

G
gwfrossAuthor
September 8, 2020

In my research so far, I discovered that the older I make the Sales Order Date, it takes longer to save a Sales Order. If I save something in the current month, it takes seconds. When I make the date 7/1/20, it takes one minute and fifty seconds. I tried closing the Sales Order with the 7/1/20 date and it's at fifteen minutes and counting. Is this normal?

S
stevendupuisoil
September 21, 2020

Have you found a solution to this? I am going nuts trying to figure this out. MULTIPLE calls to customer support have offered no help. It is taking forever to make invoices. 

IamjuViel
IamjuViel
September 21, 2020

Hello, @stevendupuisoil.

 

Let's do the following steps to isolate this concern for any possible data damage in your QuickBooks.

  1. Create a backup of the QuickBooks Desktop company file
  2. Repair QuickBooks
    1. Click Start.
    2. Select Control Panel.
    3. Go to Programs and Features.
    4. Choose QuickBooks.
      1. Click Uninstall/Change.
      2. Choose Continue, then Next.
      3. Select Repair, then click Next.
  3. Once completed, ensure to download the latest QuickBooks release when opening the program.

If the issue persists,  I’d recommend contacting our Technical Support Team. A specialist will look up your account and further assist you via a secured remote access session. Also, you can request a formal investigation to to further check the rootcause of this recurring concern.

 

Here’s how:

  1. Go to Help.
  2. Choose QuickBooks Desktop Help.
  3. Click on the Contact us link.
  4. Choose Search for something else.
  5. Type in a keyword about your concern.
  6. Hit Submit.
  7. Click on the Start a Message button.

Also, I've added these articles to help you resolve unexpected behaviors while navigating around QuickBooks:

Keep me posted if you have other questions about tracking your customer-related transactions. I'm always here to help.

G
gwfrossAuthorAnswer
September 22, 2020

Thank you for everyone's responses. I discovered what was causing my client's issues. The FIFO inventory calculation method was turned on. Since they had open Sales Orders going all the way back to 2018, it was taking literally hours to Invoice a Sales Order. There are two solutions.

  1. Start invoicing the most recent Sales Orders and work backwards. Make sure all the vendor Purchase Orders are posted first. It may not be the most sound accounting option but it's better than waiting a couple hours for each Sale Order to be invoiced.
  2. Turn off the FIFO calculation method.

My client wasn't aware that the FIFO option was turned on. They were operating under the assumption that they were using Average Costing. So I went with option 2. Sales Orders are now taking just a few seconds to Invoice.

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