unit of measure

Why Are Items On Sales Orders Marked Closed Before Invoicing On a Partially Fulfilled Sales Order?

Chief Mechanic · September 13, 2010 ·

In QuickBooks 2009 for releases prior to R6, there was a bug (which has since been fixed) where undelivered items on a sales order that had previously been partially fulfilled had been incorrectly marked closed and could not be unchecked to be invoiced. This bug is discussed in this Intuit knowledge base article.

The bug only affects Sales Orders or Estimates that have partially invoiced line items where Unit of Measure has been enabled or where the Sales Order or Estimate contains a Group Item (with or without Unit of Measure enabled). For more information see our articles on the Unit of Measure preference and Group Items.

This bug has been corrected in the R6 release. Although the bug itself has been corrected, you may have previously entered Sales Orders or Estimates affected by the bug that will need to be fixed.

To correct the problems created by this bug, complete these steps:

Update QuickBooks to the R6 or later release
Run the Verify utility
Identify any incorrectly closed transactions
Repair those transactions
Rebuild
Re-run the Verify utility

Step 1 – Update QuickBooks to the R6 or Later Release

See our article for more information on updating your QuickBooks release.

Step 2 – Run the Verify Data Utility

To run the Verify Data utility, click the File->Utilities->Verify Data menu selection. See our article for more information on running the Verify Data utility. You’ll need to identify and correct any incorrectly closed transactions if the Verify Data utility displays this warning:

Some Sales Orders or Estimates may be incorrectly marked as closed or display incorrect invoiced quantities.

This procedure is discussed in this Intuit knowledge base article.

Step 3 – Identify Any Incorrectly Closed Transactions

If the Verify Data utility indicates that transactions were incorrectly closed, proceed to identify the affected transactions. Open the QBWin.log file in a text editor and search for Invalid Received/Invoiced Flag. Make a list of the Doc# for each affected Sales Order or Estimate. This procedure is discussed in this Intuit knowledge base article.

Step 4 – Repair the Affected Transactions

Using the list prepared in Step 3, find the first affected Sales Order or Estimate. To find a Sales Order, open the Create Sales Order window by clicking on the Customers->Create Sales Orders menu selection. Then, click the Find button and enter the first S. O. No. to be repaired.

QuickBooks Premier 2009 Create Sales Order Find

The procedure to find an Estimate is similar to that for finding a Sales Order except it starts from by clicking on the Customers->Create Estimates menu selection.

On a new blank line after the last line on the Sales Order or Estimate, enter any text at least 3 characters in length in the Description field. Save your changes by clicking the Save & New button and repeat these steps for each affected Sales Order or Estimate on the list prepared in Step 3. When you’ve repaired the last Sales Order or Estimate, you can click the Save & Close button. This procedure is discussed in this Intuit knowledge base article.

Step 5 – Run the Rebuild Data Utility

Run the Rebuild Data utility by clicking on the File->Utilities->Rebuild Data menu selection. See our article on running the Rebuild Data utility for more information.

Step 6 – Re-run the Verify Data Utility

To confirm that these steps have corrected the problem, re-run the Verify Data utility as described in Step 2 above. If the Verify Data procedure displays the warning discussed above, repeat Steps 3 through 6. If no warning appears, proceed to run inventory and sales reports to confirm that inventory data is now correct.

Prior to the availability of the R6 release, Intuit posted a description of this problem on its Wiki. See FAQ 14.

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What Are the Feature Differences Between QuickBooks Pro and Premier?

Chief Mechanic · September 11, 2010 ·

While the basic data file format is the same for both QuickBooks Pro and Premier, there are a number of features included with Premier that are missing from the less-expensive Pro. The introduction of QuickBooks 2011 further changed the list of differences between Pro and Premier.

For new features introduced with the 2011 version, QuickBooks Pro does not:

allow more than 3 users in a multi-user configuration
track balance sheet by class
allow multiple company files from the same version to be open at the same time

QuickBooks Pro versions prior to 2011 allowed up to 5 users to access a company file in a multi-user configuration. This has been reduced to 3 users for 2011.

The Balance Sheet By Class report is available in QuickBooks Premier 2011 and Enterprise Solutions 11.0. The ability to open multiple company files from the same version is only available in the industry-specific QuickBooks Premier Accountant 2011 or QuickBooks Enterprise Solutions 11.0.

In general QuickBooks Pro does not:

record sales orders, which provides for product availability (backorder) tracking
support inventory assemblies
support unit of measure
support price levels by item
support billing rate levels
provide the ability to view unbilled time and expenses on 1 screen
support converting items on an estimate or sales order to a purchase order
provide a list of already recorded general journal entries while recording a new journal entry
identify general journal entries as adjusting
support creating a forecast
support creating a business plan
provide access to previous bank reconciliation reports
include industry-specific reports

All of these features are included in QuickBooks Premier.

Many of these features apply primarily to inventory-based businesses, organizations that want to easily track purchases with Customers:Jobs, or easily track time and reimbursable expenses with Customers:Jobs. For example, the screenshot below of QuickBooks Pro 2012 illustrates that QuickBooks Pro does not have the ability to set the Create invoices from a list of time and expenses preference, which is the first step in setting up easy invoicing for time and reimbursable expenses.

QuickBooks Pro 2012 Time & Expenses Preferences

However, several important general accounting features are missing from Pro and may make the extra cost of Premier a worthwhile investment. One of these features is a list of already recorded general journal entries, shown below.

QuickBooks Enterprise Solutions 10 Make General Journal Entry

Another feature is the ability to view previous reconciliation reports. For the sample company file below, no reconciliations have been completed. But if they had been completed, each prior reconciliation (such as a monthly bank reconciliation) would be available. In Pro, only the most recent reconciliation report is available.

QuickBooks Enterprise Solutions 10 Previous Bank Reconciliation

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How Do I Create a Unit of Measure When Using a Single Unit Per Item?

Chief Mechanic · September 9, 2010 ·

The steps to create a unit of measure depend on which mode QuickBooks is using: Single U/M Per Item or Multiple U/M Per Item. See our article on setting the unit of measure preference for more information.

In Single U/M Per Item, the unit of measure for an item is maintained with other information for that item. Click on the Lists->Item List menu selection and select the appropriate item. Choose < Add New > to add a new unit of measure or select an existing unit previously created.

QuickBooks Premier 2009 Edit Item Unit of Measure Single Mode

Adding an entirely new unit of measure invokes the Unit of Measure Wizard, a 2 step process that guides you through creating a new unit of measure.

First, choose the type of the unit of measure to create and click Next. For this example, we’ll create a Count unit of measure.

QuickBooks Premier 2009 Unit of Measure Wizard 1

Finally, choose the unit of measure itself. We’ll choose Each.

QuickBooks Premier 2009 Unit of Measure Wizard 2 Select

Once a unit of measure is specified for an item, that unit can be displayed on forms to better describe the line item.

QuickBooks Premier 2009 Create Invoices Unit of Measure Single Unit

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What Is the Unit of Measure Preference and How Does It Work?

Chief Mechanic · September 8, 2010 ·

The Unit of Measure preference is a way to specify the basis for quantities, prices or rates, and costs for an Item. It’s only available in Premier and Enterprise Solutions, and support for it varies by product and edition.

QuickBooks supports 2 modes for assigning a unit of measure: Single (Single U/M Per Item) and Multiple (Multiple U/M Per Item). In Single mode, each item can only have 1 unit of measure; in Multiple mode, an item can be converted from a base unit, such as each, to another, such as case or dozen, that contains a specified number of the base unit.

These QuickBooks products support only a Single unit of measure per item:

Premier
Premier Nonprofit Edition
Premier Professional Services Edition

These QuickBooks products support both Single & Multiple units of measure per item:

Premier Accountant Edition
Premier Contractor Edition
Premier Manufacturing & Wholesale Edition
Enterprise Solutions
Enterprise Solutions: Contractor Edition
Enterprise Solutions: Manufacturing & Wholesale Edition
Enterprise Solutions: Nonprofit Edition
Enterprise Solutions: Professional Services Edition

The Unit of Measure preference is set by clicking on the Edit->Preferences menu selection and selecting the Company tab on the Items & Inventory submenu. If you've never enabled this functionality in this company file (.qbw), you can enable it by clicking the Enable… button.

QuickBooks Premier 2009 Preferences Unit of Measure Enable

You’ll then need to specify the unit of measure mode: either Single U/M Per Item or Multiple U/M Per Item. Click Finish to complete the process and return to the Items & Inventory preferences.

QuickBooks Premier 2009 Preferences Unit of Measure Mode

If the unit of measure has previously been enabled, you can change the unit of measure mode or disable it using the pulldown selector.

QuickBooks Premier 2009 Preferences Unit of Measure

You can disable or change the Unit of Measure preference after you’ve previously enabled it, but doing so will impact how item quantities, prices, and costs are displayed. For example, if you previously had the Multiple U/M Per Item Unit of Measure preference enabled, disabling it will cause all item quantities, prices, and costs to be displayed in base units only, even if the transaction was recorded in a related unit of measure.

See our articles on using a unit of measure for a single unit and multiple units per item.

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How Do I Create a Unit of Measure When Using Multiple Units Per Item?

Chief Mechanic · September 8, 2010 ·

In Multiple U/M Per Item, units of measure are maintained by the U/M Set List. Click on the Lists->U/M Set List menu selection to maintain this list.

QuickBooks Premier 2009 Lists Unit of Measure Set

When the multiple unit of measure mode is selected, a unit of measure set converts a Base Unit, such as each, to one or more Related Units, such as a dozen or case. In the unit of measure set below, the Base Unit each contains 1 unit. The Related Unit dozen contains 12; a case contains 24.

QuickBooks Premier 2009 Edit Unit of Measure Set

To add a new Related Unit, click on a blank line in the Related Units table and enter the Name, Abbreviation, and # of [Base Unit Abbreviation] for the Related Unit. Click Ok to save your changes; once changes are saved, QuickBooks will re-sort the list from the related unit containing the fewest number of base units to that containing the most.

To add an entirely new U/M Set Name, click the U/M Set button on the U/M Set List window (shown above) and choose New on the pop-up menu. This invokes the Unit of Measure Wizard, a 5 step process that guides you through creating a new unit of measure set.

First, choose the type of the unit of measure to create and click Next. For this example, we’ll create a Count unit of measure.

Second, choose the Base Unit. We’ll choose Each.

QuickBooks Premier 2009 Unit of Measure Wizard 2

Third, choose the Related Units by placing a check mark in the Add column. We’ll add pair, a related unit that contains 2 of the base unit.

QuickBooks Premier 2009 Unit of Measure Wizard 3

Fourth, set the default units of measure for purchases, sales, and shipments.

QuickBooks Premier 2009 Unit of Measure Wizard 4

Finally, name the unit of measure set and click Finish.

QuickBooks Premier 2009 Unit of Measure Wizard 5

Another approach to adding a new unit of measure set is to open the Edit Item window and click on in the U/M Set pulldown selector. To change the currently selected unit of measure set, click the Edit… button; this opens the same Edit U/M Set window displayed above.

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unit of measure

Accounting

Developer

Intuit