Question

showing notes on customer open invoice report

Forum|Forum|6 years ago
February 27, 2020
4 replies
76 views

When I run the customers' open invoice report, I want to have the notes show next to every outstanding invoice so that during AR meetings we can see the history and can quickly move through without having to do a recap on every invoice.

I added the Notes column to the report but they're coming over blank. I noticed our notes were on the customer tab rather than the transation tab, so I changed that and reran the report, and it's still blank.

QuickBooks Enterprise Suite

K

Klent

Level 8

I can see that this is your first post so let take time to welcome you in the Community space, scoboa.

Currently, the notes that we added to the customer/transaction tab will not show in the Open Invoices report. Your feedback will help to stay in tune with what our customers need, want, and expect. At times, we roll out product updates based on our customers' requests. Rest assured, I'll take note of your suggestion and submit this to our product engineers for consideration.

For now, you can add a memo upon creating the invoices. This way, you can easily track it in your reports. You can follow the steps below in adding a memo column to the Open Invoices report.

Select Reports from the sidebar menu.
Under Customers & Receivables, select Open Invoices.
Click the Customize button.
Under the Display tab, select Memo from the COLUMNS menu.
Hit OK.

Here's an article that will guide you in personalizing and adding the information that matters the most to your business in your reports: Customize company and financial reports.

I've also listed the things we need to consider when customizing the reports:

Filters allow specific data into a report to show the information that you need.
If a transaction matches the selected filters, it is included in the report.
If a transaction does not match the select filters, it is excluded from the report.

As we assess this opportunity, I encourage visiting our blog to stay current with all the QuickBooks News.

You can find me here if you have any other concerns or questions about how reports work in QuickBooks Online. Assistance is just a comment away.

K

kperry

Figured since you stated " Rest assured, I'll take note of your suggestion and submit this to our product engineers for consideration." I'd let you know this is something I need as well. Anything you add to the memo shows up on statements. Is there a way to add the invoice # to a statement without the memo section?

Ashley H

Level 4

Good morning, @kperry.

If you have the Invoice # field turned on for your invoices, then in your customer statement, it will be included in the Transaction column. I've provided a screenshot below of an example statement:

If this is what you're looking for, I can show you how to turn on the Invoice # field on your invoices. In just a few simple steps, you'll have this feature turned on:

Go to Customers in the top menu, then select Customer Center.
Locate a customer you want to create a statement for and open an invoice to edit the template.
At the top of the invoice, click on Formatting and press on Customize Data Layout.
In the Header section, mark the checkbox for Invoice Number.
Hit OK.

For more information about customizing templates, click here.

Once the invoice # shows on the invoice, create a statement for the customer.

Let me know if you have any additional questions or concerns. I'm always here to lend a helping hand. Take care!

MaryLandT

Level 10

Hello there, jdoles214,

QuickBooks lets you customize reports for your business needs. However, you need to know the source and targets of your transactions that appear on reports. I recommend checking out this link for more details: Targets vs. Sources overview.

On the other hand, you can refer to this link: Create and use custom fields. It shows to format custom fields you want to use on your transactions and reports.

Don't hesitate to reply on this thread if you have follow-up questions. The Community is always open to help you.

J

jdolan14

I have played around with multiple reports, I just went through your info on Targets and Sources, I tried using the Customer/Defined Fields in the Customer Center, and I still cannot figure this out - I cannot get my notes for a customer (or notes for a customer invoice) to show up on any report. The notes show up in the customer center and in the notes on the invoice, but not on a report.

Can someone just instruct me how to save internal notes so that they show up on a Customer report, where the customer can't see the notes, and we internally can constantly add/delete the notes? Ideally I would love to see it in the AR Aging Detail report, but any report would work at this point. Or if this is not possible please let me know.

W

whynot 4_10yr

Unless it has changed in the 2020 or 2021 version you will find that QB does not even search the transaction notes field. After spending $$ on support call and requesting this for 10yrs!!!, it still has not changed. So don't hold your breath. We were told to use this field to record shipment UPS data with the invoice, found you cannot search or report on it. Basically data in the transaction note field is unreachable unless you are on the invoice or sales receipt for that note. Sorry for being the downer here.

J

Jallyn

Agree with you. Collections is very frustrating, as the notes will not stay with the open invoices report. When going over our aging receivables, someone literally has to sit in front of the computer to look at the notes in the system to figure out the contact history with the aging customer.

Even in Enterprise 2020 - In the open invoice report there are spots to put comments, but they don't follow the customer and you can still not print out comments attached to the customer. Very frustrating.

F

fairborn2020

The notes section not showing up on any A/R report has been very frustrating for our organization. As a workaround, we are downloading the A/R Detail each week into Excel, update our Excel spreadsheet with the new A/R data so that we can maintain our notes and contacts we have made with our customers. Very time consuming. It doesn't make sense that the Notes Section is available at the Customer and Transaction level; Notes are available to select when adding columns to A/R Detail Report, but the Notes will not appear. The memo section is just too short to add lengthy text. Intuit Developers you can do better!

S

SarahannC

Level 9

Hello there, @fairborn2020. I see the point that you're making.

I understand how important to generate the reports with the complete details as what you've added to your customer's information and transaction. In this case, I'd recommend sending feedback to our product developers to assess your suggestion. They'll review and evaluate it for future enhancements of the program.

These are the steps that will walk you through the process of sending feedback:

Open the QuickBooks Desktop program.
Go to the Help menu.
Click on the Send Feedback Online and choose Product Suggestion.
Fill out the details needed.
Then, select Send Feedback.

I've collected some articles where you can get additional details about managing reports:

Please go back here if there is anything else I can help you with.

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