Open Invoice report, show Notes field in report

Hi there, @lorisch. 

Inside QuickBooks Desktop (QBDT), you can add Memo and Notes field to your Open invoice report to show messages that you've added inside your invoice transactions. We'll be happy to input the steps below to get you going:

1. Access your QuickBooks Desktop company.
2. Go to Reports, and then select Reports Center.
3. In the Search bar, enter Open invoices and click the result.
4. Click the Customize Report button, and then go to the Display section.
5. In the Search bar, enter Note or Memo and then click on it. You can add both if needed. 
6. Once done, click the OK button.

Furthermore, you can visit the page to help you modify your business reports: Customize reports in QuickBooks Desktop.

Thanks for visiting the Community, @lorisch. We look forward to having you here again if you need further assistance managing reports inside QuickBooks. Have a nice day.

Thanks @Kurt_M,  We are using Quickbooks Desktop.

Good day, @lorisch. Thanks for getting back to the thread.

Let me join in this discussion and provide you with some insights about the Notes field in the Open Invoice report in QuickBooks Desktop.

QuickBooks Desktop uses a concept called Source and Targets to apply accounting principles and processes, like recording transactions and displaying reports. The Source provides a summary of information about a transaction, while Targets offer detailed information about the transaction, including all target data.

Since the information displayed in the Notes section isn't directly part of the invoice but is related to the customer's information, it won't show on your Open Invoice report. However, you can run the Customer Contact List report and add the Note display in the Column section to show these details.

If you want to display this message on your Open Invoice report, I recommend entering the information in the Memo field of your invoice instead of the Notes section.

This way, you can customize its Display and show the Memo column on the report. Here's how you can do it:

1. Go to Reports and select Customers & Receivables.
2. Click the Open Invoice report.
3. On the Report window, select Customize Report.
4. In the Display section, search for the Memo column and check its box.
5. Click OK.

For further information on how QuickBooks generates reports, please refer to this article: Understand reports.

Additionally, scheduled reports are a feature in QuickBooks Desktop 2018 and later versions that allows you to send reports on a regular and recurring scheduled time. You can make use of this feature if you find yourself sending the same reports on a daily, weekly, monthly, or quarterly basis.

Please feel free to reach out if you have any more questions about displaying the Notes field in the report. Have a great day.

Thanks @ReymondO 

  In your explanation, you're adding notes to the Customer (parent).  When looking at an Invoice, I select the Transaction tab on the right screen (child) to give notes to that specific invoice/transaction.  The notes added are associated with that Invoice /not the customer.  I should be able to pull a report that gives me an invoice and Notes associated with that invoice. 

If I look at the Customer Contact List, I only see notes for the Customer, not the notes I added to the invoice.

Thanks again,
Lori

Thank you for your response, @lorisch.

I'm happy to provide more clarity regarding the Note section in the Transactions tab. 

The Notes section on the right side of the Invoice window isn't a part of the actual invoice fields, that's why it won't show up on the Open Invoice report. This section is specifically part of your customer information where you can see the summary of the customer's transactions, payments, and recent transactions. Added details in the Notes field will automatically reflect in the Customer Information window. You can review the sample screenshots below for your reference.

Therefore, I'd suggest entering your info in the Memo field of the invoice so the data would reflect in the Memo column when running the Open Invoice report. 

In addition, when you add notes to the Display column in the Customer Contact List report, you'll see two options. One is the Notes display, which helps you identify if this customer has a note in their Customer Information window. The other one is named Note, which will show the details entered in the Notes field. You can refer to the screenshots below for your reference.

Moreover, you can combine your financial reports from multiple QuickBooks Desktop company files to have an organized and better overview of your company's financial behavior.

Please let me know if you need further clarification about the data showing on your report in QBDT. I'll be more than happy to help.

Thank you,

It looks like your looking at Notes associated with the Customer.  If you select the Transaction tab on the right side of the screen, you can add Notes that are specific to the Transaction with a date/time stamp.  I want to see those Notes in a report.

Hello there, @lorisch. Allow me to chime in on this thread and share additional information about the report you want.

Open Invoice report doesn't show the notes you've attached in the transaction tab. However, there are a few workarounds you can do to see the note in the report. The first option is to put your notes under the description in your invoices. And the second one is to make a custom field and then, put your notes there. After that, you can run the Transaction Detail report in the Custom report.

Follow these steps to create a custom field:

1. In the top menu bar, select Customer.
2. Double-click any profile on the list to open and edit it.
3. Go to the Additional Info tab, then select Define Fields.
4. Name your custom field (Transaction Notes) in the Label column.
5. In the Use for column, select the checkbox to add the custom name field to the customer.
6. Select OK to save the custom field.

Let's now run the Transaction Detail report:

1. In the top menu bar, go to Reports.
2. Select Custom Reports, then choose Transaction Detail.
3. Click Customize Report. 
4. In the Display tab, tick Memo and Transaction Notes (the custom field we created a while ago) for these to show as a column.
5. In the Filters tab, type in TransactionType. Click the drop down then select Invoice and also type in Paid Status and choose Open.
6. Click OK to finish the customization.

Additionally, you can also memorize a report if you want the same settings of the customized report to be available for future use.

Return to this thread if you have further questions regarding your reports, I'm here to provide you with additional assistance. Keep safe.

Thanks @JanbonN for giving alternatives. Using the Notes for the transaction is our best option as it has the time/date stamp and additional notes can be added so we can see a history of information.  Too bad that the information is there in QB and can't be seen in a report.

Thanks,

Lori