cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Not applicable

How can I search customer notes for certain text?

We desperately need to be able to search our customer notes sections as that is where we enter their technical account details. We have over 900 customers, so clicking into each one when needing to find something (for example, their equipment serial number) is not efficient. When we use the search bar at the top of the customer list, it appears to not be searching the notes sections. Is there any way to do this in QuickBooks?  (Maybe there is a glitch in QB?-- When I copy an existing customer's notes into a new note in a "test customer" account it will sometimes pull up with a search. I'll type in the text and it will pull up the test customer but not the real customer. ...)

Solved
Best answer 12-10-2018

Accepted Solutions
Not applicable

Hi elautomation, I'm here to help! Let's get this sorted...

Hi elautomation,

I'm here to help! Let's get this sorted out.

You can easily search your customers note in QuickBooks. There's a search function for notes in QuickBooks Desktop:

Here's how:

  1. Open your company file in QuickBooks.
  2. At the top menu bar, click Customers.
  3. Choose Customer Center.
  4. Beside the search bar on top of the customer list, double click the magnifying glass icon.
  5. The Custom Filter will pop-up.
  6. On the Search option, choose All Customers.
  7. On the in drop-down menu, choose Notes.
  8. You can now enter the word on the search bar For.
  9. Click Go.
This will pull up the customer you are looking for in reference to the note you search. (Please see screenshot below)

Please let me know if you need more help. Thanks!


View solution in original post

24 Comments
Not applicable

Hi elautomation, I'm here to help! Let's get this sorted...

Hi elautomation,

I'm here to help! Let's get this sorted out.

You can easily search your customers note in QuickBooks. There's a search function for notes in QuickBooks Desktop:

Here's how:

  1. Open your company file in QuickBooks.
  2. At the top menu bar, click Customers.
  3. Choose Customer Center.
  4. Beside the search bar on top of the customer list, double click the magnifying glass icon.
  5. The Custom Filter will pop-up.
  6. On the Search option, choose All Customers.
  7. On the in drop-down menu, choose Notes.
  8. You can now enter the word on the search bar For.
  9. Click Go.
This will pull up the customer you are looking for in reference to the note you search. (Please see screenshot below)

Please let me know if you need more help. Thanks!


View solution in original post

Not applicable

Thank you for the reply! I didn't know about the double c...

Thank you for the reply! I didn't know about the double click feature to customize the searches. Unfortunately, it is only returning results about 50% of the time. (On searches I KNOW are in the notes.) Does it only search the top note? I played around with it for a while and that is the only thing that seems to be a consistency. We typically have 4 notes in each customer (one for payment notes, one for tech notes, etc.) When the tech notes are the top note in a customer a search for their serial number will result in the customer, but if the payment notes are the top note and the tech notes are 3rd down or 4th down etc. it will say that there are no results that meet the criteria.. Thanks again for the help!
Not applicable

Your'e welcome elautomation! I recognized the importance...

Your'e welcome elautomation!

I recognized the importance of this feature. Yes, this will search the top note. I encourage you to send a message to our Engineers. Your feedback is valued as it helps improve the program for all QuickBooks customers.

Here’s how:

1. Click on the Help menu at the top of your QuickBooks.
2. Click Send Feedback Online.
3. Then click on Product Suggestions.

Take care!
Not applicable

Wow, that's crazy. Sometimes I think the people that crea...

Wow, that's crazy. Sometimes I think the people that created QuickBooks don't use it.... I will definitely send a product suggestion on this one. Thank you so much for your help!
Not applicable

You're welcome elautomation! If you have any other quest...

You're welcome elautomation!

If you have any other questions, feel free to let me know.
Not applicable

I though Intuit would have fixed it so searches will incl...

I though Intuit would have fixed it so searches will include Customer Notes by now.  What prevents Intuit from fixing this?
Not applicable

Re: Hi elautomation, I'm here to help! Let's get this sorted...

This seems to only pull up one customer with the chosen word in the "For" box.  How do I get an entire list (i.e., I want to put in old donation $ info from before we started using QB in notes; or is there a better way)?  Thanks!

Moderator

Re: Hi elautomation, I'm here to help! Let's get this sorted...

Hello there, @Ellen Persa.

 

Thanks for joining this conversation. I'm here to share some information about the search function in QuickBooks Desktop (QBDT) Customer Center.

 

When using the Custom Filter to search for notes, QuickBooks will take the word you enter and give all the customers you assigned or added these notes to. Just to clarify, when you say entire list, do you mean you want to have all your customers and enter their old donation information by batch? If so, this option is currently unavailable in QBDT.

 

I can see how this feature would be helpful for you and your business. I'm going to submit feedback to our Product Developers Team for consideration in future updates. I also encourage you to send feedback as well. This helps us know how this option makes your QuickBooks experience smoother.

 

Here's how:

 

1. At the top menu bar, go to Help, then pick Send Feedback Online.
2. Enter your request/product suggestion, then select Next.
3. Click Skip and send a message, and choose Feedback as the Category.

 

That should answer your concern for today. Please let me know if you're referring to something else so I can get back to you right away. I'm always here to help. Have a good one.

Not applicable

Re: Hi elautomation, I'm here to help! Let's get this sorted...

Hi FritzF, 

Thank you for getting back to me, but I could use a step-by-step on: When using the Custom Filter to search for notes, QuickBooks will take the word you enter and give all the customers you assigned or added these notes to.

 

I have done this:

Reports/Customers & Receivables/Customer Contact List

Then I have Used Customize Report and added “Note” but only the first note for each customer comes up…not all the notes in each customer’s record, which I would like to see.

 

I have also tried this:

Customer Center/click on the magnifying glass/ input “all customers” in “Search,” and “Notes” in “In,” and the word “2016” – only one customer comes up; two should have.  I also tried the word “Prior” which they all have – still only one customer comes up.

Is there a better way to get all customers with the same “word” to show?

 

That’s what I’m really after: if I enter the old donations, I want to search so all notes with 2016 show AND all notes for each record show in the report.

 

One last question, please:  Is there an aggregate report that shows the total each customer has given us (some would be donations, some auction winnings, some ticket purchases…but the total for each?

Not applicable

Re: Hi elautomation, I'm here to help! Let's get this sorted...

Hi FritzF, 

Thank you for getting back to me, but I could use a step-by-step on: When using the Custom Filter to search for notes, QuickBooks will take the word you enter and give all the customers you assigned or added these notes to.

 

I have done this:

Reports/Customers & Receivables/Customer Contact List

Then I have Used Customize Report and added “Note” but only the first note for each customer comes up…not all the notes in each customer’s record, which I would like to see.

 

I have also tried this:

Customer Center/click on the magnifying glass/ input “all customers” in “Search,” and “Notes” in “In,” and the word “2016” – only one customer comes up; two should have.  I also tried the word “Prior” which they all have – still only one customer comes up.

Is there a better way to get all customers with the same “word” to show?

 

That’s what I’m really after: if I enter the old donations, I want to search so all notes with 2016 show AND all notes for each record show in the report.

 

One last question, please:  Is there an aggregate report that shows the total each customer has given us (some would be donations, some auction winnings, some ticket purchases…but the total for each?

QuickBooks Team

Re: Hi elautomation, I'm here to help! Let's get this sorted...

Hello there, @Ellen Persa.

 

Allow me to share additional information on how you can view the Notes in your reports by using the QuickBooks Desktop Nonprofit Edition.

 

QuickBooks has an array of reports that you can choose from and customize to suit your business needs. If you want to view a report that will show Donor Names and their contributions with complete address, email and contact information in one report, you can view the Donation Summary Report with Donor Information.

Here's how to open it: 

  1. Go to Reports.
  2. Choose Reports Center.
  3. Search for the Donor Contribution Summary report.
  4. Click Customize.
  5. Under Display tab, put a check mark on:
    • Name
    • Name Address
    • Name Contact
    • Name Phone #
    • Name E-Mail
    • Pay Method
    • Amount
  6. Click Ok.
  7. In the Donor Contribution Summary page, choose Total Only under Total By.
  8. Hit Refresh.

On the other hand, you can run Transactions List by Customer and filter it by Transactions Type to view a complete report of all the transactions per customer. 

 

That's it! Please feel free to click the Reply button if you have other questions about generating reports for the donations you've received. I’m always here to make sure we’re on top on every inquiry you have. 

Not applicable

Re: Hi elautomation, I'm here to help! Let's get this sorted...

Thank you; good start.  The steps involved for the 2018 QB non-profit version are slightly different than your instructions, but, I was able to get to the end result.  Can you still help me with my earlier question in the same post I wrote about reports showing all "notes" for each customer?

Moderator

Re: Hi elautomation, I'm here to help! Let's get this sorted...

Thank you for checking in with us, Ellen Persa.

Let me help you pull up a report that will show the notes of each customer in QuickBooks Desktop.

 

If you wish to show the notes you entered in each of your customers, you can pull up and customize the Customer Contact List report. However, this will not show the content of the notes you entered in each customer.

 

Here's how:

  1. Click Reports at the top.
  2. On the drop-down list, click Customers & Receivables then choose Customer Contact List.
  3. Click Customize Report.
  4. Under Display, search and select Notes.
  5. Hit OK.
  6. You'll have the Notes in the report.

Please see screenshots below.

 

You may find this recommended article helpful: https://quickbooks.intuit.com/community/Reports-and-accounting/Understand-reports/td-p/202665.

 

Keep me posted if there's anything else you need. Have a great rest of your day.

z.PNG x.PNG c.PNG

Not applicable

Re: Hi elautomation, I'm here to help! Let's get this sorted...

"Has Notes" doesn't help - I need to see the notes - all of them.

QuickBooks Team

Re: Hi elautomation, I'm here to help! Let's get this sorted...

Hi there, Ellen Persa.

 

Allow me to step in and share some more insights about your request to see the notes of each customer in QuickBooks Desktop.

 

As mentioned by my colleague, the option for the reports to show the note's content is currently unavailable. To get those details, you can go through their profiles.

 

We value your willingness to help us improve our products, so I'd recommend submitting this suggestions to our developers. Doing this helps them understand where we can improve and what features should be added so we can better serve you.


I'm going to send the same request over here on my side, so we're getting them through both employee and customer channels.

  1. Click the Help menu bar.
  2. Scroll down to Send Feedback Online.
  3. Select Product Suggestion.
  4. Choose Product Suggestion for the Type of Feedback.
  5. Product Area is optional.
  6. Enter your suggestion.
  7. Click Send Feedback.

Of course, you can always drop by here in the Community for any questions you need help with. I'm still here for you if you need further assistance. Have a good one.

Community Explorer **

Re: Hi elautomation, I'm here to help! Let's get this sorted...

How do I view Customer Notes on Quickbooks Online?

Content Leader

Re: Hi elautomation, I'm here to help! Let's get this sorted...

Hi there, sjnlawncaresvcs.

 

Thanks for reaching out here in the Community. I can show you how to view Customer Notes in QuickBooks Online.

 

There are just a few steps to access this info. Here's how:

 

1. Click the Sales tab in the left navigation bar.

2. Choose Customers at the top of the page.

3. Select the desired customer from the list.

4. Click Edit in the top right corner.

5. When the Customer information window opens, select the Notes tab around the middle of the page. Here you can view current notes or add new info.

 

This article offers additional details about customer notes: https://quickbooks.intuit.com/community/Help-Articles/How-to-add-notes-to-customer-vendor-or-employe....

 

I wish you and your business continued success. Please let me know if you have any other questions.

 

Not applicable

Re: How can I search customer notes for certain text?

note searching is not active on all quickbooks designs, i can't search for notes on any computers or apple devices, i bought a samsung tablet and i can't do FULL searches on it for customer notes.

Anonymous
Not applicable

Re: How can I search customer notes for certain text?

Thanks for joining the conversation, @james39,

 

I can add some updates about the advanced search feature in QuickBooks Online.

 

Our engineers recently released an update which includes searching notes, names, transactions and reports. This update is rolled out periodically by batch across to all QuickBooks Online users. If your account is not yet updated, you can pull up a Customer Contact List report to view your customer's notes.

 

Here's how to do that:

 

  1. Go to the Reports menu.
  2. Choose Customer Contact List.
  3. Click the Customize button at the top.
  4. Tap the Gear icon on the report then mark Note.

 

 

I've included an article to guide you with the report customizations in QBO: How to customize reports?

 

That should do it. Please update me if you have other questions about QuickBooks. I'm here to help. Have a good one!

Not applicable

Re: Hi elautomation, I'm here to help! Let's get this sorted...

Hi - can you search the notes field in the online version of QB?
QuickBooks Team

Re: Hi elautomation, I'm here to help! Let's get this sorted...

Thanks for joining the conversation, @fcftherapeutic.


Jen_D provided an answer above for searching customer notes in QuickBooks Online. You can use the Magnifying Glass next to the Create icon to find notes, names, transactions, and reports.


Here’s a screenshot for visual reference:

 


Another way to view the information is by pulling up the Customer Contact List report. Follow the instructions shared my colleague as your guide. 


The article Add and use notes offers additional details about the topic.


If you need further assistance, let me know. I’m more than happy to help. Have a good one!

Not applicable

Re: Hi elautomation, I'm here to help! Let's get this sorted...

Hi, Thanks so much for the prompt reply, but that does not work for me. When I click on that search icon, it only gives me options to search transactions not Customers or Vendors. And if I open Advanced Search there too, it is impossible to choose Customers as the category to search.
QuickBooks Team

Re: Hi elautomation, I'm here to help! Let's get this sorted...

Hello fcftherapeutic,

 

Since the update is rolled out in batches, in the meantime, you'll want to use the Customer Contact List report to see the customer notes. Let me walk you through how to get the report.

  1. Click Reports.
  2. In the Find report by name field, type Customer Contact List.
  3. Click the Gear icon beside the Export icon.
  4. Click the Show More link, then mark the Note box.

Once your account is updated, you will see a "Search Tips" in the global search field.

 

You might also want to check our page for future reference: Income and expenses.

 

Get back to me if you need help with anything else.

 

 

 

Not applicable

Re: Hi elautomation, I'm here to help! Let's get this sorted...

OK Thanks. I know how to get the reports but that doesn't help me easily identify the customer I need based on what is in the notes. I'll wait for my account to be updated, hopefully it is soon! :-)

 

Thanks for the help

Need to get in touch?

Contact us