item notes disappear

Hi there, @adl, 

Thanks for letting me know the steps you’ve tried to help resolve your item notes concern.

I’ll share some information about saving item notes in QuickBooks Desktop (QBDT) Enterprise.

When you save notes to an item, it will automatically save to the Notes section on the Inventory Center. Here’s how to check the item notes:

1.    Go to the Inventory menu at the top.
2.    Select Inventory Center.
3.    Select the inventory item.
4.    Click the Notes section at the bottom and the notes will appear.

Please refer to the screenshot below to guide you through the steps. 

If you want to show the item notes when editing the item on the Item List, I’d suggest sending feedback to our Product Development Team. Let’s share with our engineers to help them implement this feature into future updates.  Here’s how:

1.    Go to the Help menu at the top.
2.    Select Send Feedback Online.
3.    Choose Product Suggestion.
4.    Click the Product Area drop-down.
5.    Input your suggestion.
6.    Click Send Feedback.

Your suggestion would be a great help to make entering and saving item notes better in QuickBooks Desktop.

If I can be of further assistance, I'm just a post away. I'm always here to help. Have a wonderful day, @adl!

Thank you for the information. The items are not Inventory type items. They are Non-Inventory, Other Charges and Service. We do not use the inventory feature, so do not have that in the top menu.

Well I have had this issue throughout several updates on the desktop version, and it not only some items. It seems to happen every time. Perhaps I'm not editing them in the right way, but they notes I put in are not there until I do it twice. Then they stay. 

We track our price increases through the notes so it is important to do. Having to do an extra save or two every time is very time consuming. 

This is how I do the edit: 

I double click on the item (or pull down to "edit item"). I go to the appropriate field (rate usually) and change to the new amount. I then click on Notes. In the line after the last edit, if there is one, I hit Date/Time Stamp and type in the new rate info after the stamp. I go to OK on both windows. When I double click the item and go to the notes screen again to check,  the new info is gone. Every time. Not certain items, every item. 

I have tried variations on how i edit. I have updated through several versions. I have sorted the list. There must be a glitch or I am not doing it right. Very frustrating.

Any help?

CH

Thanks for checking us out, @cheide23,

If you already tried the recommended troubleshooting steps in this thread and still getting the same unexpected behavior, I highly recommend contacting our Technical Department.

They have the tools to check your account with us ans can run some diagnosis on the company file. This way we can identify what's causing the Notes not to display on first entry. 

Here's how to contact us:

1. Go to the Help menu.
2. Choose QuickBooks Desktop Help.
3. Tap the Contact us button.

Kindly update me on the result of the call. I want to ensure everything is working well for you, and I'm here to provide further assistance and insights. Have a great day!

I am having the same problem on Quickbooks Self Employed. Select category, add note, add invoice, save and log out. Log back in and some notes have gone, its not me because I reopened entries and checked before logging out to make sure the notes were still there. I have just checked ones sorted this evening and every note entered today has gone. Happened several times. As a new purchaser of Quickbooks this really is not good enough, Save should mean save. trying to go back, researching the dam invoices all over again takes a lot of time especially as I am backloading some history. I have also noted that changing a category can wipe a note. To me as a new purchaser the programme is not living up to the hype and I am wondering if I made a mistake, and it cannot be anything to do with the version I have had the programme less than two months.  

Let's make sure you're able to save notes in QuickBooks Self-Employed transactions, petelake.

If you're adding a note on the Transaction menu, make sure you click the arrow right on the lower part of the Attach receipts icon. I've added these screenshots to show you how.

However, if you're still experiencing notes being deleted, let's perform some steps to fix the issue. You can log in to your QuickBooks Online (QBO) account in a private window (incognito). Here are the keyboard shortcuts:

• Press Ctrl + Shift + N (Google Chrome).
• Ctrl + Shift + P (Firefox).
• Control + Option + P (Safari).
  
  

Once signed in, you can try adding the notes and double-check if you're still able to see it after you log back in. If so, return to your default browser clear cache to speed up the loading process. Every so often the cache becomes overwhelmed with older data which can potentially cause viewing and performance issues. Clearing it will refresh the system, and you'll be able to work with a clean slate. However, if the issue persists, try using other supported browsers. 

I have added these help articles in case you have any questions about QuickBooks Online. Please know that I'm only a few clicks away if you have any other issues or concerns. I'm always here to help. Enjoy the rest of the day!

Thanks for the advice. I went through and re-entered missing notes and resaved and they stayed there when I rechecked. The problem seems to have resolved itself. I'm wondering whether they were lost because I had to do something else and the Laptop went into sleep mode. 

I do note however, that if you select type then write a note it stays, but if you do the note first and then mark it as business/personal after it wipes the note forcing re-entry, at least you are still in the item but it is a little irritating to re-write your note again. 

Thanks for bringing that into our attention, petelake. 

Yes, the system will recognize that the note will be for another type that's why it disappears whenever you select the transaction type after. You'll want to categorize the transaction type first and then add the notes after.

I'll be attaching articles here that will help manage your transactions: 

• Categorize transactions in QuickBooks Self-Employed
• Schedule C and expense categories in QuickBooks Self-Employed

Feel free to post here anytime if you have other questions. 

Same problem - this morning - April 21, 2021. Sometimes notes are saved, sometimes not.

Hello xm38q2btec95g4!

Those who joined this thread are using different versions of QuickBooks. Let me show you how to fix missing notes in both QuickBooks Desktop and QuickBooks Self-Employed.

For QuickBooks Desktop, this could due to data integrity issues. Let's run the rebuild tool to fix it. Before that, make sure that you're using the updated version.

Then, you may follow these steps:

1. From the File menu, go to Utilities and choose Rebuild Data.
2. Select OK if you receive a prompt to back up your company file.
3. Tap OK again when you get the Rebuild has completed message.
4. Go back to the File menu, Utilities, and select Verify Data.
5. Click OK or Rebuild Now.

You can also check the detailed steps here for more info on how to use this tool: Resolving Potential Data Issues.

For QuickBooks Self-Employed, please note that its performance also depends on the browser. You'll want to use an incognito window and check it from there. Here are some of the shortcut keys:

• Google Chrome: Ctrl + Shift + N
• Safari 11 or newer: ⌘ + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Microsoft Edge: Ctrl + Shift + P 

Private browsing/incognito won't save site data that causes errors. We can also clear the cache to fix browser problems caused by these temporary or junk files. 

Lastly, make sure you're using an up-to-date browser. Older versions can result in unusual behaviors too.

For more references in using QuickBooks, you may visit this link: View all articles.

Don't hesitate to post again if you have other questions. I'll be here to help you.

My problem is almost the same as your except for this: In my QuickBooks Enterprise Solutions: Manufacturing and Wholesale 22.0 I have two different types of notes. The first one show up in my Service items and if we use the note field to the right of the screen our notes can be dated stamped and the note stays for everyone to see when the was an increase on this service. But when we go to Inventory parts or Inventory Assemblies the notes button changed it now show as new notes and if you type in that field and click okay the notes disappears every time you try it. My question is this: How do I change the button in our inventory parts and inventory assemblies to be just notes and not new notes? Please help me to figure out how to change this button. Screen shots in my attachment. I just want to know why there is a difference and how do I make them both to just have the "notes" button instead of "new notes"?

Katherine Havird

Why are you saying to rebuild the system because in my Quickbooks Enterprise that does not work at all the new notes and the notes buttons are still the same and never change. New notes are only on inventory parts and inventory assemblies. The notes button that does work is only in an item that is for service like repairs to a PCB board and those notes stay once they are typed in. Just the new notes button disappears after typing in the field. Why is that and how do I change it?

Katherine Havird

I appreciate you for sharing a screenshot with us, @Katherine.

I can impart some insights on how we can isolate and fix this issue. 

You'll want to ensure your QuickBooks Desktop (QBDT) is updated to the latest release. This way, we can guarantee the program is running with the newest fixes and patches. I'll show you how.

1. Go to the Help menu, and select Update QuickBooks Desktop.
2. Select the Update Now tab. 
3. Click Get Updates to start the download.
4. When the download finishes, restart QuickBooks.
5. Then accept the option to install the new release when prompted.

You can also refer to this link for more details: Update QuickBooks Desktop to the latest release.

If this issue persists, I suggest downloading our QuickBooks Tool Hub and run the Quick Fix my File to fix this issue. You can refer to the steps outlined in this article: Fix common problems and errors with the QuickBooks Desktop Tool Hub.

In case you want to learn how to track your inventory at different locations, you can refer to the steps outlined in this article: Set up Advanced Inventory.

You can always get back to me if you have any other concerns about inventories in QBDT. I'll be around to help you anytime!

We want to be able to type our notes in the individual inventory parts and inventory assemblies in our QuickBooks Enterprise Desktop 22.0. So, far the only thing that I have gotten from QuickBooks support is rebuilding our data base but we just did that and updated too on Monday. Because we could not get our QuickBooks file to change from Single user mode into Multiple uses and it took use several hours to figures out how to fix H202 error when using the QuickBooks Tool Doctor does not work. If you ever have this problem it is caused when Microsoft Windows 10 updates and turns on the Defeners firewalls. The Firewalls change the path way to the sever and does not allow the sever to communicate with the indivdual computers on your network. It only allows 1 person to use it until you fix the path way again.

But that is kind of off the subject. I have rebuilt our system twice now and the "new notes" field in the items list for inventory parts and inventory assets will not change to just "notes" so we can use the field to put comments in and they will not disappear. Can anyone else give me some help with this issue?

Katherine Havird

Hello Havird,

Welcome back to the QuickBooks Community! For this situation, I recommend connecting with our Support Team to escalate this case to Data Service so they can take a closer look at your program. Here's how to reach us:

1. Within your QuickBooks Desktop, click Help at the top menu bar.
2. Enter a brief description of your concern, then click Contact Us.
3. Give a brief description of your issue and click Continue.
4. We’ll provide you with a few options. Choose the call-back feature.

Would you please let me know how the conversations go? Should you have additional QuickBooks concerns, please let me know. Have a good one! 

In our version of QB, above, we have a button that says "New Notes" on the inventory item screen.  One can click on it, and enter a date/time stamp, create a reminder, and add free-form notes.  I cannot find any way to display these notes anywhere subsequently.  I have been through the verify and rebuild process so there is no need to discuss that.  Can anyone advise how I can view these notes after having saved them to a stocked inventory item?

Thanks Much.

I'm happy to guide you in viewing the notes of your inventory item in QuickBooks Desktop (QBDT), @Andog1.

When you've added and saved notes, you're unable to display them while you edit the inventory item details. You'll have to visit the Notes section on the Inventory Center to review them. To do this, here's how:

1. Go to the Inventory menu.
2. Select Inventory Center.
3. Choose the inventory item.
4. Click the Notes section to see the notes. 

Also, to further guide you in managing your inventory and other products and services in QBDT, I'd recommend checking out this article: Inventory Management Help Articles.

Let me know in the comments if you have other concerns about managing inventory items in QBDT. I'm always ready to help. Take care, and I wish you continued success, @Andog1.

Just realized I am having the same issue - so frustrating and to be honest, I don't have a couple of hours to be on the phone with Quickbooks help - If people are presenting this problem, then why doesn't the Quickbooks team alert the tech department to do a patch to include in the updates?  Yes, I have tried all the suggestions - still won't work.  So if anyone has found a solution if  you wouldn't mind posting.

From Frustrated :(

I'm determined to help you fix your item notes issue without any further delays, @Lori Lamont.

I appreciate you taking the time to perform all the troubleshooting provided in this thread. Since it does not fix the issue, I've got here additional steps to further help you.

Let's start by opening a sample file and testing if the same issue will occur. This is to determine if the problem is within your company file or in the QuickBooks Desktop (QBDT) itself. 

Here's how:

1. Open your QBDT and from the No Company Open window, select the Open a sample file button. 
2. Choose the sample file you want to access. Once opened, go to the Lists menu.
3. Next, click the Item drop-down and select New. 
4. Fill in the fields to create a new item and then add notes by clicking the Notes tab.
5. Enter some text and click OK.
6. Once done, close the window and go back to the Lists menu to check if the note for that item is still there.

You can also do this to other company files to confirm if this is only a file issue (this can be fixed by verifying and rebuilding the data). If the problem happens to all other companies and sample files, we may need to repair your QBDT program. Before doing so, please create backup copies first. This is to ensure you have the original information that you can restore in case of accidental data loss or damage. 

However, if all other files are fine, I highly recommend reaching out to our Technical support team to further guide you in resolving the issue. Once connected, you can also request a screen-sharing session so they can review your set up. 

Also in QBDT, running inventory reports to track the status of your item as well as the transactions linked to them is a breeze. To get started, simply go to the Reports tab and hover over the Inventory section. From there, choose the report you want to open. 

I'm always ready to back you up in case you have any other concerns managing your inventory. Feel free to leave a reply below to notify me of your response. Take care. 

Thank you for responding - yes, my other company will retain the notes.  I have found another way to enter the information that I was entering in the Notes section, which works better, as I can get it to show up on my Items listing screen and the notes won't appear.  It's a work around to save me time.

What is the work around you found? These are not Inventory items, but other non-inventory etc items. I have QBES, hopefully will also work.