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July 23, 2009


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Hi Sharon:

Everything in QuickBooks is reported based on the date of the transaction.

For example, if you post an A/P bill for September 2013 (and pay it in October), it will be reported in September if you run your reports on an accrual basis and in October if you run your reports on a cash basis.

Sales orders do not post to your accounting at all - you can show a deposit received, but it is for information purposes only.

If you'd like to take a closer look at the particulars of your situation, here are some options:

Scott Gregory

If I have an open SO that I am entering AP, for that particular job, in a different month than when I actually convert it to an invoice does it "book" that AP and apply it to the income statement when it is converted to an invoice? I run a window installation company so sometimes we may receive a contract along with a deposit in one month then get the bill from the vendor in that same month but not complete or invoice the job for a month or 2. One more question... can you apply a customer deposit to a SO

Hi David:

The sales order form itself will always remain in QuickBooks, since it is a transaction just like an invoice.

If you invoice completely from the sales order, the sales order itself should then automatically "close" itself. By doing that, it will no longer appear on open sales order reports, etc.

If it does not close automatically for some reason, you have to return to the sales order in question and manually click the "closed" button to get the same result.

However, after doing all of the above, the sales order itself still stays in QuickBooks as it should for historical purposes.

Does this help?

Scott Gregory

I know this is an old thread but in case you still monitor it, I have a question. I use SO a lot and like the feature in QB, except that I would expect the SO to disappear once it is fully invoiced, but it does not. How do you get rid of fully invoiced SOs?

Many thanks,


You would have to customize the sales order to allow this to work - it can be done.

Scott Gregory

Can we change the form of the sales order to read service call at the top?

What Is a Sales Order in QuickBooks and How Can it Help Your Business?<-- interesting!

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