Memo Field on QuickBooks sales reports

Mobile Access to QuickBooks

Here is a question and answer to a frustrating problem that we are sure will help many of you.

Q: I am using QuickBooks Pro 2010—and trying to modify a “sales by customer” report. I put certain information into the memo line of each invoice. When I run a report of pending sales and select the memo line as part of QuickBooks sales reports, it shows up and contains the information we have entered, which is what I want. However, when I try to run an actual sales report and pull the same memo line in, it pulls the item description instead of the memo line. If I add the item description to the report, the line is blank.

Can you explain why it is doing this? As I say, on a pending QuickBooks sales reports it works, on an actual sales report it doesn’t.

A: The Item Description listed on the Actual Sales report populates from the Item List. Go to Lists >Item List to edit the item descriptions for sales transactions. The Memo listed on the report comes from the additions/changes to the item description on the transaction. There is no way to change how this report appears.

We do have a solution to your problem, though! Add a job under the customer. Open the Customer Center. Right-click on the Customer and click Add Job. When entering invoices, select Customer: Job. Your reports will be sorted by Job and will show the changes to the items. We hope this is helpful.

Gita Faust

About the Author

Gita Faust has over 30 years of accounting experience in the real estate and property management industry, Gita Faust is more than just a real estate investor; she is also popular for her work as an accountant, consultant, mentor, speaker, QuickBooks Top ProAdvisor, QuickBooks Solution Provider, member of Intuit’s Trainer/Writer Network, and, of course, author. Gita is well-known for her exemplary leadership and advisory skills. In fact, she even helped pioneer the adaptation of QuickBooks to suit the needs of professionals in real estate and property management. To share her knowledge she has written a series of courses titled Simplified Accounting Solution, which provides step-by-step guidance for those working with QuickBooks.

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