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

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:

  1. Update QuickBooks to the R6 or later release
  2. Run the Verify utility
  3. Identify any incorrectly closed transactions
  4. Repair those transactions
  5. Rebuild
  6. 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.

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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