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accounting18
December 11, 2018
Solved

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!

  • December 11, 2018
  • 8 replies
  • 0 views

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! 

Best answer by VivienJ

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. 

8 replies

A
accounting18Author
December 11, 2018
You gave some helpful advise, - I tried all the steps, still not working out!
2
2012-Newbie
December 30, 2021

Hi, I had the same issue - in our case, we created invoices from the sales orders and the sales orders still showed up under "open sales orders summary" report even though there was no remaining balance left on the sales order.  In that case, "Mark as Closed" was greyed out (as if the system already believed the sales order to be closed out).  So, I entered 

-CLOSED-

into the "Memo" field on the bottom left and it fixed the issue.  The sales orders are still in the system but they no longer show up in the open sales orders summary reports.  Give it a try, as it fixed the issue for us.  I hope this helps.

B
bethn0816
January 17, 2022

Writing CLOSED in the memo section of the sales order FINALLY took the sales order off my open report.  

V
VivienJ
December 11, 2018
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.
    Z
    ZHFG
    January 31, 2019

    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. 

    A
    accounting18Author
    December 11, 2018
    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)* -
    V
    VivienJ
    December 11, 2018
    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!
    V
    VivienJAnswer
    December 11, 2018

    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. 

    A
    accounting18Author
    December 11, 2018
    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.
    J
    JudyGomez1
    August 21, 2019

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

    J
    JudyGomez1
    August 21, 2019

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

    ShallyMarR
    ShallyMarR
    August 21, 2019

    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.

     

     

    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.

    J
    JudyGomez1
    August 21, 2019

    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.

    A
    Amy B1
    October 27, 2021

    I'm having this problem as well and it's now Oct 2021. Obviously no one at QB has figured out how to correct the problem.  I was told to create a 2nd invoice for the items you just invoiced, then delete the 2nd invoice.  Seems wrong doesn't it? But doing that step, solves the problem, you just have to remember to do it.

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