Invoice layout designer Pro 2017

Maple1 · ‎March 14, 2019

I use the note item notes for column on invoices to list a more detailed item description. Anything I have entered since updating to Pro 2017 desktop doesn't seem to make the association. Older items appear and print just fine on the invoice. Show on screen and print are both checked in layout designer and the data is correctly input into the Notes card for the items. What am I missing?

Anonymous · ‎March 24, 2019

Hello Maple1,

Thanks for coming back in this thread.

Instead of clicking on the Notes button, click on Custom Fields in the item setup. The screenshots and steps provided in the previous answers were taken from QuickBooks Pro 2017. You should be able to add another customize note in the item's setup so that it'll show in your invoices. Let me share the steps again for you.

To add a note columns in the item set up, here's how:

Click on the Lists menu.
Choose Item lists.
Double-click the item and click on Custom Fields.
Click on Define Fields.
Add another Label and check the space in the Use column.
Click on OK.

To show these notes in the invoice, here's how:

In the Lists menu, choose Templates.
Double click the invoice template.
Click on Additional Customization.
In the Columns tab, check the additional notes.
Click on OK.

This is how it will look like after you've set up the notes in the item setup.

Let us know if you have more questions. Thanks!

View solution in original post

KhimG · ‎March 14, 2019

Hello there, @Maple1.

It's nice to see you in the Community. I can help resolve the concern for the item notes on your invoices in QuickBooks Desktop.

I have replicated this using my test account, and it appears that Notes on your items won’t show or print on the invoices. However, you can add them to the Description field instead.

Here’s how:

Go to the Lists menu and select Item List.
Double-click the item name to select the item.
On the Description box, enter your item’s detailed information.
Hit OK to save the changes.

Once done, create an invoice. Make sure both Screen and Print for the Description column in layout designer is selected.

For more information about customizing forms, take a look at this article: Use and customize form templates.

That should get you pointed in the right direction. Reach out to me if you need anything else, I'm more than happy to help. Thanks for dropping by, and take care!

Maple1 · ‎March 14, 2019

I have use the description field for some info but for this additional detail I prefer to have this second column so the info is easier to read. I've been set up like this for quite some years. Is this a change in Pro 2017? I still have the option under layout design/columns to view/print the Notes info. As previously mentioned, when I input items onto an invoice, older items correctly populate the Notes column, but newer ones do not. I don't understand this since all input is consistent and that option still exists.

FritzF · ‎March 14, 2019

Thanks for getting back to us, @Maple1.

Allow me to step in for a moment and help make sure that the notes in your items will show on your invoices in QuickBooks Desktop (QBDT).

I've also tried it on my end, but I wasn't able to see the notes either. Just to make sure that I can provide you with the best resolution, may I know how you set up or added those notes in your items? A screenshot would also be very helpful.

Just in case, you can also check out this article for future reference: Add, edit, and delete items.

I'm looking forward to your response. Take care and have a great rest of the day!

Maple1 · ‎March 15, 2019

As far as method, once I set the NOTES column to appear on screen and print with layout designer, I entered the info on the Notes screen from the item list card for each item. I have attached three screen shots. One is of invoice showing how an old item populates correctly and a new one does not. Others are of each of those item cards with NOTES window displayed. Seems I can only post one screen shot at a time so you will get two additional messages

JonpriL · ‎March 15, 2019

Hi @Maple1,

The same as mentioned by my colleague above, I wasn't able to see the notes column as I replicated it here on my end.

As a workaround, you can use a custom field for the notes of your items when creating an invoice. Here's how:

Go to Lists.
Select Templates.
Find and double click to open your invoice template.
Hit Additional Customization.
Click Columns.
Put a checkmark for the Other 1 or Other 2 field.
Enter Notes on the Title field.
Select OK.
Click OK.

Please know with this option, you'll have to manually enter your notes when you create an invoice.

Here's a screenshot for your visual reference.

Please let me know if you have any other questions. I'll be always around to lend you a helping hand.

Maple1 · ‎March 15, 2019

Thanks for the suggestion but that was how I created the NOTES column on the invoice to begin with

Maple1 · ‎March 15, 2019

P.S. That was how I created it and it picked up the notes from the notes card automatically before - and still does for items I entered prior to whatever mysterious change took place - whether an update to Pro 2017 or the initial upgrade.

Anonymous · ‎March 15, 2019

Hello there, @Maple1.

Thanks for getting back on this thread and providing screenshots about your item notes. Let me step in and help isolate this issue further.

I've tried entering notes using my sample company file on QuickBooks. However, instead of using the Other column on the selected template, I created another field. This is possible by adding a custom field on the item.

Please take a look at my examples below.

This should do the trick. If you've already tried doing this, and still have the same problem, then I'd suggest running the verify and rebuild tool. It might be possible that this is caused by data integrity issues. You can click on this article link for more information: Verify and Rebuild Data in QuickBooks Desktop.

Keep me updated on how it goes. I'll be here to help you further with your item notes if needed.

Maple1 · ‎March 23, 2019

Are you looking at desktop Pro 2017? My options are different then those displayed. I have no "New Note" Button on the item card, only the Note button which is already in use. Don't seem to be able to create a second one that I can customize. If this is a local data rebuild problem, wouldn't you be able to use the field in your sample file? Wish Intuit would just fix this. I have thousands of inventory items so the idea of manually entering data from this field again is not something I am happy about. Thanks for your help. e

Anonymous · ‎March 24, 2019

Hello Maple1,

Thanks for coming back in this thread.

Instead of clicking on the Notes button, click on Custom Fields in the item setup. The screenshots and steps provided in the previous answers were taken from QuickBooks Pro 2017. You should be able to add another customize note in the item's setup so that it'll show in your invoices. Let me share the steps again for you.

To add a note columns in the item set up, here's how:

Click on the Lists menu.
Choose Item lists.
Double-click the item and click on Custom Fields.
Click on Define Fields.
Add another Label and check the space in the Use column.
Click on OK.

To show these notes in the invoice, here's how:

In the Lists menu, choose Templates.
Double click the invoice template.
Click on Additional Customization.
In the Columns tab, check the additional notes.
Click on OK.

This is how it will look like after you've set up the notes in the item setup.

Let us know if you have more questions. Thanks!

Maple1 · ‎March 24, 2019

OK - this led me to the solution. I can still use the original column, but rather than entering the text line on the Notes initial screen as I have done in the past, I have to enter it into the line on the custom field page. This is a change but I can fix entries as I come across them. Thanks for your help

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