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Level 1

Notes

I need a report that shows my customer's notes. When I run the report and include "notes" as a filter, the report shows is "has notes", but does not display the actual notes. How do I get the note contents to show on the report?
9 Comments
Highlighted
Moderator

Notes

I have the report you need to view your customer's actual notes in the program, @mmk3

 

Based on your "notes" filter, it looks like you're using QuickBooks Desktop (QBDT). When adding notes on your transactions, the information will appear on the Detail level reports. 

 

It could be you're running a Transaction level report, such as Transaction List by Customer. That's why the report only shows "has notes". 

 

To help fix this, I'd suggest running and customizing the Sales by Customer Detail or Sales by Item Detail report. This way, you'll be able to see the actual notes for your customer. I'll guide you how. 

  1. Go to Reports from the top menu. 
  2. Select Sales
  3. Choose Sales by Customer Detail or Sales by Item Detail.
  4. Click Customize Report.
  5. Go to the Display tab.
  6. Enter Notes in the Columns field. 
  7. Check beside Notes
  8. Click OK.

 

The screenshot below shows you the last four steps. 

CustomizeSalesByCustomerDetailReport.PNG

 

Also, I've attached a screenshot below on how the Notes column looks like in the two reports. 

NotesSectionInTheTwoReports.PNG

 

Moreover, I recommend running other customer reports in QBDT. These will help you manage your sales and accounts receivable. You can also customize them to get the specific details you need for your business. For more information, visit this article: Customizing Customer, Job, And Sales Reports

 

I'll be right here to help if you need anything else. Enjoy the rest of your day, @mmk3

Highlighted
Level 13

Notes

@mmk3 

As another option, utilize the trial periof of TP Exporter to export your Invoice data. 

https:// transactionpro.grsm.io/qbd

 

You will get the list like this. Set filters as required.

CustomerTransaction DateRefNumberPO NumberTermsClassTemplate NameTo Be PrintedShip DateBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryPhoneFaxEmailContact NameFirst NameLast NameRepDue DateShip MethodCustomer MessageMemoCust. Tax CodeItemQuantityDescriptionPriceIs PendingItem Line ClassService DateFOBCustomer Acct NoSales Tax ItemTo Be E-MailedOtherOther1Other2Unit of MeasureAR AccountCurrencyExchange RateSales Tax Code
Anne's Bakery01/09/2020100    Y#########Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonCabinets10Cabinets1000              Non
Anne's Bakery01/09/2020100    Y#########Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonHardware10Hardware50              Non
John's Barber Shope02/09/2020101    Y#########John's Barber Shope1 Main Street  AnytownNY12345USAJohn's Barber Shope1 Main Street  AnytownNY12345USA(999) 888-8888          NonBlueprints1Blueprints500              Non

 

 

Highlighted
Level 1

Notes

Thank you so much for trying to help Raymond. I did step by step what you recommended and the notes still aren't showing. As least I believe I have done as instructed. I tried both with customer detail and item detail. Do you see anything wrong with my process below? 

Highlighted
QuickBooks Team

Notes

There's nothing wrong with the process, @mmk3.

 

 

A few factors that we need to consider in filtering report are how it is being added. In your case, you'll want to use the contact list report to see all customers' notes. Let me guide you how.

 

  1. Go to Reports, then Customers & Receivables.
  2. Choose Customer Contact List, and then select Customize Report.
  3. Under Columns field, type "Note" then put a mark next to Notes and Note.
  4. Click OK.

With these steps, you'll be able to view all customers that have notes. You can also export this report to Excel for more in-depth customization. Just click Excel, then Create a New Worksheet at the top.

 

We also have a guide on reports and accounting that I'm sure you'll find helpful.

 

Please know that we're always here to help, so don't hesitate to swing by. Thanks for reaching out and more success to your business.

Highlighted
Level 1

Notes

Thank you for trying to help but this is where I started. I can pull up the report as you instructed but all it says is "has notes", even if exported to Excel; no additional detail. I was hoping for a spreadsheet with the actual notes that have been typed in the notes field on each customer. Is this not possible?

Highlighted
QuickBooks Team

Notes

Hey there, @mmk3

 

Thanks for following up with us again. 

 

Upon recreating the steps and running different reports myself. I too am getting the "Has notes" in the columns. I've done further research to find that this is product limitation with older versions of QuickBooks. To clarify, what version of QuickBooks are you using. For example, with my testing, I have used 2018. 

 

Once I know which version you're using, I can provide additional information and submit feedback to our product developer team, so this could be considered in a future update. 

 

I look forward to your response. Please let me know if you have additional questions or concerns. I'll be here to help you every step of the way. Take care! 

 

 

 

**Say "Thanks" by clicking the thumb icon in a post

**Mark the post that answers your question by clicking on "Accept as solution" 

Highlighted
Level 1

Notes

I'm using Quickbooks Desktop Pro Plus 2020

Highlighted
Level 1

Notes

I've given up on trying to get a report with my notes. I was considering moving to quickbooks online (my file is large) but because my note are vital, I will not make the change. I'm going to condense my desktop version and hope not to loose the notes. Do you know if the notes stay? I will be using a condense date 12/31/2017. Will I retain my notes from this point moving forward? FYI-Using QB Desktop Pro 2020

Highlighted
QuickBooks Team

Notes

Thank you for getting back here in the Community, @mmk3.

 

I appreciate you sharing details about your concern. However, when you condense your data and transfer it to QuickBooks Online (QBO) from QuickBooks Desktop (QBDT). It will only carry over those transactions from your file.

 

For more information about moving your QBDT file to QBO, please refer to this article link: Move your QuickBooks Desktop file to QuickBooks Online

 

Also, I've attached here a helpful article that you can read through when switching from QBDT to QBO: What to expect when you switch from QuickBooks Desktop to QuickBooks Online. This includes the things you should know and may notice when converting to QBO from QBDT. 

 

Feel free to leave a reply below if you have further concerns with QuickBooks. I'll be around to help. Stays safe and take care always, mmk3.

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