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J
Jetnjmy
New Member
October 8, 2025
Question

Getting a new warning when converting from a sales order to an invoice

  • October 8, 2025
  • 1 reply
  • 7 views

Hi, just recently I am having several issues when converting from a sales order to an invoice.

Just to clarify, everything I sell in "non-inventory".

I have my sales guys create sales orders that show the estimated quantity they sold and the sales amount. Then I run a report that shows the open sales orders by that sales rep. I open the sales order and click on create invoice. 

Issue #1 - Here is where the trouble starts. I override the estimated quantity with the actual quantity sold. If it is greater than the estimated amount, everything works great. If it is less than the estimated amount then I get a NEW warning that lets me know it is a different amount. This is new. How do I make the warning go away. I have never had to adjust the sales order to match the invoice amount.

Issue #2 - In the past, when I created an invoice from a sales order QB would automatically close out the sales order and show it as invoiced in full. It does not do that anymore and it shows an open balance on the sales rep report. Why?

Issue #3 - Not that this actually matters to me but now the sales order shows a balance owed. This is new as well.

This seems to have happened with the last update that QB came out with.

 

1 reply

JenoP
JenoPQuickBooks Team
QuickBooks Team
October 9, 2025

The warning is designed to let you know that reducing the quantity on the invoice leaves the Sales Order partially open for the remaining quantity, Jetnjmy.

 

You can manage your Preferences to turn off one-time warnings and messages if you want to remove it while you work. Follow these steps on how to do it:

 

  1. Go to the Edit menu, then select Preferences.
  2. Click General on the left, then proceed to the My Preferences tab.
  3. Look for the box that says "Bring back all one-time messages." Then, uncheck it.
  4. Click OK.

 

 

After that, change the quantity ordered or invoiced once again. When the warning appears, look for a checkbox on the warning message itself that says "Do not show this message again", or similar wording, and then check it before clicking OK.

 

The system will mark it as "Invoiced in Full" and will close it automatically if the number of orders on the Invoice equals the number in the Invoiced column in the Sales Order.

 

 

If the quantity on the Invoice is less than the quantity on the Sales Order, QuickBooks assumes that you will invoice the remaining balance later. This is why it's not automatically closed. However, you can manually change the status of the Sales Order to close it out. Just open the transaction and put a checkmark under the CLSD column. 

 

 

I checked the release notes for the most recent QuickBooks Desktop updates, and they do not indicate any changes to the Sales Order functionality.

 

You can find the detailed articles on the latest updates here:

 

 

Lastly, can you share a screenshot of the Sales Order that shows a Balance Due? We just want to make sure that we're giving you the right information for the third question.

 

Feel free to reply to this thread to share additional details or a screenshot of the Sales Order. You can also visit us anytime you have other questions for us.

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