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Level 1

Modifying Customer Balance Detail Report

When I run this report and Customize it to add the Item Description column, the Item Description column appears in the report but does not populate with the invoices' descriptions that I've input.  Refreshing the report does not help.  Suggestions?

4 Comments
Highlighted
Level 15

Modifying Customer Balance Detail Report

You are trying to Mix perspectives.

 

Customer Balance is an AR perspective, not specific details. If you want to see Sales by Customer Detail, that will show Items. if you want Customer Balance, that is Balance, not specific details. Just because something is available on a report under customize, doesn't mean it applies to that specific report.

 

AR is Open Balances from Transactions, and not "this charge, that service, here is sales taxes."

 

You can use, for instance, Sales by Customer Summary, Columns by Item Type or Item Detail, and filter on Accrual Basis and Paid Status = Open. But is there is a partial amount applied, then everything on that invoice is partially paid. You combined the listing on an invoice creating a Balance Owed.

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Moderator

Modifying Customer Balance Detail Report

Sending good vibes to you, CollieSaver.

You came to the right place for help with QuickBooks. I'm here to help you in customizing your report to show the invoice description.

 

If you wish to run a report that shows the invoice description, you can pull up the Sales by Customer Detail Report.

 

Here's how:

  1. Click Reports at the top menu bar.
  2. On the drop-down list, click Sales and select Sales by Customer Detail.
  3. Click Customize Report.
  4. Under Columns, search and select for Item Description.
  5. Hit OK.
  6. You'll see the Item Description on the report.

I've attached some screenshots to guide you through the steps.

 

Feel free to post back here in the Community. I'll be around to help. Have a good one.

Highlighted
Anonymous
Not applicable

Modifying Customer Balance Detail Report

RE: When I run this report and Customize it to add the Item Description column, the Item Description column appears in the report but does not populate with the invoices' descriptions that I've input.

 

Yes, turn on the Memo column.  It shows the description you've actually entered on the invoice.

Highlighted
Level 15

Modifying Customer Balance Detail Report

I have an attachment that shows the difference between Item Description and Item Memo/Description from the transactions where the item is listed. The other point is to use a Detail report, not a summary report; Item Details are seen in a Detail report. And AR is never Item Details. AR is a Balance Process. There is never an item paid on an invoice, but another item on that same is cannot be Unpaid. The one invoice creates AR and that amount is either paid or not, or partially paid. A Partially paid AR balance is completely allocated to each thing listed on the invoice, including Sales Taxes, if that exists.

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