1 of 2
QuickBooks Warning Message (Source: Intuit QuickBooks)
Open Quantity Warning
2 of 2
Open Quantity Repair Tool is a product of QuickBooksRepair.com
Open Quantity Repair Tool
Sometimes QuickBooks may display a warning message reading: “Some Sales Orders or Estimates may be incorrectly marked as closed or display incorrect invoiced quantities” (Headline Picture 1). Following a Verify of your Company File a similar message may appear in the QBWin.log file with details concerning the transaction(s) in question. Since these are LVL_ERRORS in QuickBooks such problems typically prevent your Verify utility from completing without issue, or preclude the ability to perform a QuickBooks ‘fully verified’ Back-up.
If you only have a few of these errors reported in the QBWin.log file it generally has been no problem to manually repair the transaction(s) by adding a new item line containing only a description and then saving the transaction. But many times users find that their file may contain hundreds of these transactions all with the ‘same item(s)’ in question; frequently the result of a domino effect in which the first transaction error affects the quantity count on each successive transaction involving the same item(s). Obviously the time required to manually correct hundreds of these transactions can be substantial. Well a little “tool of the trade” has been around for some time to assist with these situations, and while many ‘techy’ ProAdvisors have been aware of this tool, other QuickBooks Consultants had no idea that this repair tool existed.
The Open Quantity Repair Tool is a product of QuickBooksRepair.com, a Washington company that also performs data recovery and file repair services. To use their tool:
- Create a QuickBooks Back-up or make a ‘Windows copy’ of your QuickBooks Company file.
- Launch QuickBooks and open the (damaged) Company File containing the corrupted transactions.
- Run the QuickBooks Verify Utility from the Utilities sub-menu of the File Menu.
- Launch the Open Quantity Repair Tool and select the QBWin.log file by highlighting the correct file location based upon the version of QuickBooks being used. [Note: This tool searches for the default file locations based upon QuickBooks standard installation configurations; however if you wish to scan a log file that is located in a non-standard location, you can click the Process Log button (step 4 below) without first selecting a file location. The tool will then open a browse window allowing you to select a file from any location.]
- Click the Process Log button, when the log has been scanned by the Open Quantity Repair Tool a list of the corrupted transaction will be displayed (See Headline Picture 2).
- Manually review the generated list, if you observe that any of the transactions occur within a ‘closed accounting period’ you should remove the closing date and password so that the tool can edit the transactions as needed. [Note: While the ‘tool’ is not actually changing any accounting, because quantities will subsequently being corrected when QuickBooks “re-computes quantities”, you could see a change in values associated with any such changes.]
- Click the Process Transaction List button; the tool will add a description script into a new line at the end of each of the affected transactions.
- After the Open Quantity Repair Tool has finished editing the transactions, run the QuickBooks Rebuild Utility from the Utilities sub-menu of the File Menu. Do not ‘skip’ the back-up which is a normal part of the Rebuild process.
- If after using the tool and rebuilding your data QuickBooks still reports the same error message, close QuickBooks and repeat steps 1 through 8 above. Closing QuickBooks is necessary to insure that a new QBWin.log file is generated so that the Process Log (scan) procedure does not pick-up the prior transactions that have already been successfully corrected.
Back when I was using this tool for what seemed like a never ending series of files experiencing these errors, this tool performed well and usually corrected the specific form of corruption for which it was designed. However, there were some occasions where the corrupted transactions simply were not corrected by this method of repair, whether performed by this tool, or manually. In such cases it was/is necessary to either review additional documentation sources for other repair options, or contact a specialized QuickBooks data file repair service (including Intuit Data Services).