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Level 2

"Notes" column on report?

I'm using QB Enterprise. In the modify report box, under columns, I notice a field called "Notes." I am working on a report that is pulling specific sales items. I have been unable to figure out if 1) this field is usable (via some sort of input on a sales order or invoice) or 2) if not, is there a way to add a note that is specific only to a sales order/invoice? I know all about custom fields and that's not helpful here.

 

Basically, I'm trying to have a note of sorts if I need to put something specific that will not be printed or shown to a customer but that will appear on a report. I hope that makes sense. TIA.

Solved
Best answer February 06, 2019

Best Answers
Highlighted
Moderator

"Notes" column on report?

Hello there, PrestigeD.

 

Thanks for coming in with us. Let's get this sorted out.

 

If you wish to use the Notes column on the report to add notes for sales order or invoice, you can do that by adding a Note field on your product item.

 

Here's how:

  1. Go to List.
  2. Click Item List.
  3. Choose the item and click Custom Fields.
  4. Click Define Fields.
  5. Enter Note under Label.
  6. Click OK.

 

Once done you can apply this to your invoice. I've attached another screenshot so you'll have a better view.

You have the option to show these notes on your Sales Report.  Here's how to do it:

  1. Open the Sales by Customer Detail report.
  2. Click Customize Report.
  3. On the Display tab, search Notes.
  4. Click OK.

Let me know if you meant something else or if you have additional questions about this. I'm always around to help.

View solution in original post

16 Comments 16
Highlighted
Level 2

"Notes" column on report?

As an update, I do see that there is a Notes portion on the order form under the Customer/Transaction section. Is this Note accessible anywhere other than here? I'd like to run a report and have that Note appear if possible.

Highlighted
Moderator

"Notes" column on report?

Hello there, PrestigeD.

 

Thanks for coming in with us. Let's get this sorted out.

 

If you wish to use the Notes column on the report to add notes for sales order or invoice, you can do that by adding a Note field on your product item.

 

Here's how:

  1. Go to List.
  2. Click Item List.
  3. Choose the item and click Custom Fields.
  4. Click Define Fields.
  5. Enter Note under Label.
  6. Click OK.

 

Once done you can apply this to your invoice. I've attached another screenshot so you'll have a better view.

You have the option to show these notes on your Sales Report.  Here's how to do it:

  1. Open the Sales by Customer Detail report.
  2. Click Customize Report.
  3. On the Display tab, search Notes.
  4. Click OK.

Let me know if you meant something else or if you have additional questions about this. I'm always around to help.

View solution in original post

Highlighted
Level 2

"Notes" column on report?

You are a genius, that's exactly what I needed. Thank you very much!

Highlighted
Level 2

"Notes" column on report?

You are a genius! That works exactly as I needed! Thanks!

Highlighted
Moderator

"Notes" column on report?

I'm glad I was able to help, PrestigeD.

 

Please know that you're always welcome to post any questions you may have here in the Community. It's always our pleasure to help.

 

Highlighted
Level 15

"Notes" column on report?

@Charies_M

 

Please learn from this input: make sure you learn about Notes, not as a Custom Field. You can Edit an item to see where you can add a Note to the Item. That isn't the same as a Custom Field. That is a provided function in the program. So far, you keep showing Custom Fields. There is Notes tab in Customer Center and in Vendor Center and even in Inventory Center (inventory items). There are Notes in the timesheets, too, which can be passed to the sales forms by the program. Making a Custom Field in the Templates is never going to show as "note" in the reports where your QB user sees Notes as available from the display option. These are completely unrelated functions. A custom field on a Template for sales or estimates is a notational function on that Form.

 

@PrestigeD

 

That is the difference between your own notational field and the Actual Notes function that is all throughout the program. You can see one of these in my attachment.

Highlighted
Level 1

"Notes" column on report?

Hi there,

 

Just wondering - what is the original "Notes" field that PrestigeD first mentioned pulling into the report then? I'm looking for something similar, but rather than on the item level, I need to pull notes entered on the transaction/job into a report. I've done a little bit of testing with various native "Notes" field and haven't found anything that will pull into the report when I have "Notes" selected.

 

Thank you!

Highlighted
QuickBooks Team

"Notes" column on report?

Hi there, @vbroderick.

 

I'd be glad to help share a little more information adding notes on your transactions and pull these notes on your reports in QuickBooks Desktop (QBDT).

 

When adding notes on your transaction/s, these notes will show up on Item level report. The notes added won't reflect on the Transaction level report. To see the note/s created on the transaction level report, you still need to open each transaction.

 

You can see attached screenshots for additional reference.

j3 notes column add....PNG

j3 invoice2.PNG

j3 item level report.PNG

j3 transaction level.PNG

 

On the other hand, to learn more about running and customizing reports in QBDT, you may check this article: Understand reports.

 

Please feel free to add a post/comment below if you have any other questions about running reports in QBDT. I'll be always here to help you!

Highlighted
Level 2

"Notes" column on report?

I need to be able to run reports that list each open invoice and the "collections note" that I enter after I contact the customer.  Each invoice gets a different note depending on what the customer tells me about that invoice.  I don't want the note on the body of the invoice and since Enterprise prints the "memo" field onto the customer statements, they have in effect made that field useless for me as well.    I have hundreds of "items" and the notes are never specific to the item.  AND I don't my personal notes to print on anything the customer sees.

 

I need to be able to run this in a report that has the invoice date, invoice number, invoice amount, open balance and THE NOTE SPECIFIC TO MY COLLECTIONS CALLS ABOUT EACH INVOICE.

 

Highlighted
QuickBooks Team

"Notes" column on report?

Glad to have you back here in the Community, @BookSmart.

 

The memo field on your invoice is the most suitable place to enter any notes that are intended for a specific customer. Adding a note to the report isn't an option for us.

 

On the other hand, pulling up the Sales by Customers Detail report will give you the information that you need as it generates the invoices' date, number, amount, memos, and the open balance.

 

To pull up the report:

  1. Click on Reports at the top menu bar.
  2. Select on Sales.
  3. Choose Sales by Customer Detail.
  4. Tap on the Customize Report button at the top.
  5. Refer to the Display page.
  6. Under the Columns section, make sure that the Date, Num, MemoOpen Balance are checked.
  7. Press on OK.

From then on you can view all your customers' sales transactions by pulling up and customizing this report.

 

I'd also want you to know that our developers are constantly uncovering ways to make the product work the way your business needs. I'd encourage you to check on the New Feature updates on your QuickBooks to be updated with our news and innovations.

 

Here's how: 

  1. Click on Help at the top menu bar.
  2. Select on New Features.
  3. Choose New Feature Tour.

 

I'm always up for further assistance if there's anything else you need. Feel free to leave a reply below. Have good one!

Highlighted
Level 2

"Notes" column on report?

the memo field is definitely not a "suitable" option.  For some ridiculous and unknown reason, QB prints that memo field on the statements that I send to customers.  I need a place to put notes, specific to an invoice, that only I can see, in a field that I can pull into a report. So that I can easily scan down the report and read notes specific to each invoice.  This should not be this difficult. It seems like a simple request.

Highlighted
Moderator

"Notes" column on report?

Hi BookSmart,

 

I'd like you to refer to this link since my colleague already provided an answer for you. 

 

Let us know if you have additional questions or suggestions with the QuickBooks report.

Highlighted
Level 1

"Notes" column on report?

I have the same question as BookSmart, could you help answer here. I cannot reach to the link that you attached. 

Highlighted
Moderator

"Notes" column on report?

Hello phoenix6, 

 

When I opened the link that SarahannC used, it routed me to two separate threads:

You can also provide some details about your concern so we can review it.

Highlighted
Level 1

"Notes" column on report?

Hi!

 

I too need "notes" regarding the collection status to pull into the AR aging Detail Report. It does not help to have them seen on anything the customer receives because they may not be flattering notes for past due customers!  When I pull an AR aging Detail report and look at the columns that are able to be included in the report there is definitely a choice for "Notes", however, I have tested putting a "Note" on the note tab for a specific invoice and it will not pull into the report. Where is the "Notes" section that is tied to the Notes field that is listed as a choice in the "Display" tab then the "columns" section when customizing an AR Aging details report please?  Thank you!

Highlighted
QuickBooks Team

"Notes" column on report?

I'm here to share some information about the Notes column in the reports, blahabookkeeper.

 

The program looks at individual transaction lines when generating a report. If a line matches the report set, then the line is added to the report. Though, different reports read a transaction differently.

 

As mentioned above, the notes will only show up on an Item level report such as Sales by Item report. They won't reflect on the Transaction level report like A/R Aging report. We'll have each invoice in the report to be able to view the notes you've entered.

 

You'll want to consider entering the notes as a memo on your invoices. This way, it will show up in your A/R Aging report. You can follow these simple steps in adding the Memo column to your report:

 

  1. Select Reports from the top menu bar.
  2. Go to Customers & Receivables.
  3. Select A/R Aging Detail.
  4. Click the Customize Report button.
  5. Set the desired reporting date.
  6. Select Memo from the Columns section, then click OK to apply the changes.

We can also memorize this report to save its current customization settings. In case you'll need to design and personalize your reports, we can use the Customize feature.

 

I encourage reading our Reports Guide to learn more about how QuickBooks populates the data in your reports.

 

Feel free to leave a comment on this thread, if you any other concerns or further questions about this topic. Have a great rest of the weekend.

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