How do I get the REF NO. field to display in a report or export when it is not one of the column options to choose from to add to the report?

abrender · ‎May 31, 2025

We rely on the REF No. as part of our transaction recording. I am trying to get information exported or show on a report with this field entry but it does not appear as one of the selectable columns / fields in which to modify the report. How do I do this?

FateCandylaneT

Reference number fields only reflect on reports linked to transactions like sales receipts, expenses, and payments, Abrender.

Beforehand, may I know what specific report you're running? Any additional details would be much appreciated.

If you're trying to generate a Transaction List by Customer or Sales by Customer Detail report, you'll have to modify and enable the Ref # option from the Rows/Columns section. To do this:

In your QuickBooks Online account, go to Reports and enter Transaction List by Customer in the search bar.
Click on Switch to classic view and select Customize.
From the Rows/Column section, find and check the Ref # option.
Review other details, then click Run report.

To download the report, you can export it to an Excel file to include other details or if Reference numbers aren't applicable.

Additionally, here's an article to help you save all the customizations made on your reports: Create, access, and modify memorized reports.

Feel free to reply to this thread anytime you need help.

abrender

Thanks for the response. I am trying to have this field visible in an export or viewable report at the account/cost center level or even in the profit/loss detailed report. The way our transactions are consumed by QuickBooks makes it impossible to have independent customers listed. The item that links the transaction from the 3rd party system is the reference number. I have been having to copy the reference number into the beginning of the description so that it is viewable for that account view/quick report, but when exported, it makes it hard to compare the reference number to the 3rd party system for audit purposes and to validate that you have no missing transactions or that they were placed into the correct QBO accounts when split, without a lot of work. It would be awesome if it was one of the selectable fields to display in this view because then all issues go away. To clarify, a lump transaction occurs, then that lump transaction is split into multiple QBO accounts and differing reference numbers are applied to the split that match the individual charges that came in lumped together from the 3rd party system.

TrixieD

Submitting feedback will be beneficial to have a reference number field when running a report in QBO in the future, @abrender.

Your suggestion for improving our product features matters to us. Know that our team highly values user feedback, which could help to implement this feature as soon as possible.

Go to the Gear icon.
Select Feedback.
Enter your comments or product suggestions.
Tap Next to submit.

Alternatively, you can run the Transactions List by Customer and the Profit and Loss report, then export them to add a column for the reference number.

Revisit this thread if you still have concerns about managing reports or any QBO matter. We're here to assist you again.

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How do I get the REF NO. field to display in a report or export when it is not one of the column options to choose from to add to the report?