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Snowangel153
Level 2

Adding custom internal notes to an invoice.

I am trying to add additional notes to an invoice after I have received payment.  For instance: Check number, last four of the Credit card used, etc. I do not want to save this and have it sent to the customer.  I have tried to just "Save" after I have typed in what I want saved and it will not save it.   How can I save my necessary info without saving and sending it to the customer?

 

 

(Title has been edited by moderator for clarity)

Solved
Best answer July 31, 2018

Best Answers
qbteachmt
Level 15

Adding custom internal notes to an invoice.

Directly in the Receive Payment screen, you see the field for you to enter their Check #, to the right of Payment Method is Reference # or Check #, such as "EFT" or "ACH" or "1201." Below this is a Big Box labeled Memo, for you to put in Notes about this Payment.

View solution in original post

KhimG
QuickBooks Team

Adding custom internal notes to an invoice.

Hi there, IanMason.


Let me help you check why the internal notes won’t show on the sales forms.


After following the instructions provided by @AliciaRoy, you should see the internal notes on your sales forms. Since nothing comes up after logging out and logging back in, let’s do some basic troubleshooting steps.


First, log in to QuickBooks Online using a private window. Here’s how:

•    Press Ctrl + Shift + N keys on your keyboard (Google Chrome).
•    Press Ctrl + Shift + P keys on your keyboard (Firefox or Internet Explorer).
•    Press Control + Option + P keys on your keyboard (Safari).

 

Then, do the steps provided to make the internal notes show on the sales forms. If this works, please clear the browser’s cache for it to function more efficiently.

 

You can also try switching to a different browser (Inter Explorer, Chrome, and Firefox) since it can help issues like this.

 

If all else fails, I’d recommend calling our Customer Care Team for further assistance. You can get the phone number through this link: https://community.intuit.com/articles/1145770.

 

Let me know how it goes by leaving a comment below. Wishing you the best!

View solution in original post

8 Comments 8
AliciaRoy
Level 8

Adding custom internal notes to an invoice.

Hi Snowangel153, 

 

I'm here to show you how to add custom internal note fields. 

 

You can follow these steps to add them to your invoices: 

  • Go to the Gear icon and select Account and Settings
  • Choose the Sales tab on the left. 
  • Click in the Sales form content field. 
  • Under Custom fields, use the Internal check mark boxes to add the fields. Make sure the Public boxes are not checked. The Name field is where you can enter a title such as check number, credit card ending, etc. 
  • Once you're finished click Save and then Done

Please let me know if this is what you're looking for, or if you have any further questions. 

Snowangel153
Level 2

Adding custom internal notes to an invoice.

Thank you so much!  I did go add these to my invoices where I can see them and not my customer.  My issue is I want to go back into an old invoice and add a check # or batch number.  Open an invoice that is a couple of weeks old.  But when I do this, it will only allow me to save it with a reminder that the customer will see any updates that I make.  And I do not want to customers to receive a notice about these additional notes to the invoice.

 

I appreciate any advice you have!

 

Have a wonderful day!

qbteachmt
Level 15

Adding custom internal notes to an invoice.

Directly in the Receive Payment screen, you see the field for you to enter their Check #, to the right of Payment Method is Reference # or Check #, such as "EFT" or "ACH" or "1201." Below this is a Big Box labeled Memo, for you to put in Notes about this Payment.

Snowangel153
Level 2

Adding custom internal notes to an invoice.

Thank you so much!  This is exatly what I needed.  I appreciate your time.

 

Have a great day!

IanMason
Level 1

Adding custom internal notes to an invoice.

Hi there,

 

I've followed your instructions exactly but the field still isn't appearing on the sales form.  Tried logging out and back in again too.  Can you suggest how I can get my internal notes field to show up?

 

Thanks!

 

Ian

KhimG
QuickBooks Team

Adding custom internal notes to an invoice.

Hi there, IanMason.


Let me help you check why the internal notes won’t show on the sales forms.


After following the instructions provided by @AliciaRoy, you should see the internal notes on your sales forms. Since nothing comes up after logging out and logging back in, let’s do some basic troubleshooting steps.


First, log in to QuickBooks Online using a private window. Here’s how:

•    Press Ctrl + Shift + N keys on your keyboard (Google Chrome).
•    Press Ctrl + Shift + P keys on your keyboard (Firefox or Internet Explorer).
•    Press Control + Option + P keys on your keyboard (Safari).

 

Then, do the steps provided to make the internal notes show on the sales forms. If this works, please clear the browser’s cache for it to function more efficiently.

 

You can also try switching to a different browser (Inter Explorer, Chrome, and Firefox) since it can help issues like this.

 

If all else fails, I’d recommend calling our Customer Care Team for further assistance. You can get the phone number through this link: https://community.intuit.com/articles/1145770.

 

Let me know how it goes by leaving a comment below. Wishing you the best!

crkeith
Level 1

Adding custom internal notes to an invoice.

Is there not a way to add a note to customer account on QB Desktop? If not that defiantly needs to happen! LOL! I need to add a note to remind everyone in office we need an updated email address. Is it may be under define fields? 

SarahannC
Moderator

Adding custom internal notes to an invoice.

Hi. I appreciate you for joining this thread, crkeith. I understand that adding a note to a customer account on QuickBooks Desktop is what you need now.

 

Yes, the Define field feature will allow you to enter a note that actively reminds the people in the office about the requirement for an updated email address.

 

Please note that you will need to manually set up the information for this field in each customer profile. By doing so, the system will automatically generate it when you create a transaction for them.

 

To ensure that the defined field is being applied to your invoices in QuickBooks, you can follow these steps:

 

  1. Go to the Lists menu and select Templates
  2. Double-click the template you want to use.
  3. Pick Additional Customization.
  4. Choose Header and tick the Screen and Print boxes Title of the your define field.

 

If you are looking for an option to directly set it up for everyone, we are currently unable to do so. Let's send your feedback to our developers. You can provide them with a few details that will make them aware of how this feature greatly benefits you. Here's how you can do it:

 

  1. Go to the Help menu in your company file.
  2. Select Send Feedback Online and choose Product Suggestion.
  3. Click the Type of Feedback drop-down arrow and select Product Suggestion.

 

Lastly, in case you encounter any issues with transaction templates in the future, you can visit this article to find information on how to fix them: Fix common issues when you use and customize templates

 

Stay in touch if you have any further concerns about adding more fields or information from the customer's profile or transactions. I will be available to assist you. Take care and have a good one.

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