Question

How to copy description from entered bill to invoice

Forum|Forum|7 years ago
December 12, 2018
8 replies
40 views

I am setting up a new Quickbooks company file and need help remembering what setting needs to be adjusted to transfer the description in the bill that is entered to the invoice. I have it set up this way in our existing company file but can't remember where it is.

Example: I enter a bill to Codes Department with an item - permits. When I enter that bill or write that check, I enter Codes and the permit number in the description which automatically populates Permits as that's the item I'm using. I want that same information to appear when I create the new invoice and select Add Costs/Items.

HELP! It's driving me crazy. :)

QuickBooks Desktop

qbteachmt

Level 11

"I enter a bill to Codes Department with an item - permits. When I enter that bill or write that check, I enter Codes and the permit number in the description which automatically populates Permits as that's the item I'm using. I want that same information to appear when I create the new invoice and select Add Costs/Items."

Edit your Permit Other Charge Type Item and make sure there is Blank for the Sales Description. That way, the Purchase description will transfer over. Otherwise, having text in the Sales Description = you want to Override and replace the Purchase info with some sort of Fixed Text to the customer.

M

MollyVintageSouthAuthor

Here's what I'm needing to do... The front portion auto populates from the check or bill that is entered. This is in the existing company that we have set up. I just can't remember how to get it to auto-populate or transfer the description...

HoneyLynn_G

Level 6

Hi there, @MollyVintageSouth.

We appreciate you choosing QuickBooks Desktop in managing your business. I can share some insights about the items in QuickBooks.

Adding a description on the item detail will allow auto-population in that field when creating any transaction. Here's how to edit an item:

Click Lists.
Choose Item List.
Double-click the item.
Add a description on the Description field. Add more details on the other fields if needed.
Click OK to save the changes.

For in-depth information about items, you can check this article: Add, edit, and delete items.

That's it. Keep me posted if you have other concerns about items. I'd be happy to offer more help. Have a good one!

A

Anonymous

If you leave the item's sales description blank, and it is a pass through item (there are both purchase and sales accounts and descriptions enter on it) then the description from the purchase will copy to the sale.

M

MollyVintageSouthAuthor

That works, but I know there's a way to have the item name auto-populate in the bill/check and have my included description come over to the invoice. I've got it set that way in our existing company.

HoneyLynn_G

Level 6

Hi there, @MollyVintageSouth.

Thank you for getting back and providing extra details. I can add some more information about how the description on the bill/check will auto-populate when creating an invoice.

All you have to do is make sure the Description field of the item details has no default information and keep it blank.

Click Lists.
Choose Item List.
Double-click the item.
Make sure the Description field is blank.
Click OK to save the changes.

That way, all the vendor information and invoice number added on the description field will auto-populate when creating an invoice.

I'm confident that this information will help you get back to business. Don't hesitate to add a reply if you have related questions. Wishing you and your business continued success.

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