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C
CCCBuilder
May 13, 2020
Question

Invoice does not show my description of an item from the bill

  • May 13, 2020
  • 3 replies
  • 0 views

When I create an Invoice in QB Desktop for a customer job my description that I specifically take time to clarify per item does not pull over to the Item description on the invoice interface.  I am selecting the customer job, then I cancel to next box asking about which estimate I want to apply (none desired) then I go to the choose billable time and costs and select the Items tab, but all of my items there are just showing the generic description for each item I purchased.  I want the name I put in on the bill to populate on this list so I have a clue what I am generating a specific invoice for, and so my customers know what I am charging for exactly.

3 replies

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Catherine_B
May 13, 2020

Hello there, CCCBuilder. 

 

We can remove the items description on sales transactions. This way, when we enter a billable item on the customer's invoice the description stated on the bills is the one shown. Let me show you how:

  1. Go to the Lists menu,
  2. Select Item Lists. 
  3. Look and double-click on the item to edit.
  4. In the Sales Information section, remove the description entered in the Description on Sales Transactions box.
  5. Click OK to save the changes.

Updates made to the item will affect future transactions. You might want to delete and recreate the transaction to reflect the changes. 

 

Here are a few articles that we can use when customizing invoices and billable item and costs. 

 

Let me know if you nee anything else. You take care always!

C
CCCBuilderAuthor
May 13, 2020

I like having the description for each item as something generic to help me determine which item to be using when entering bills. That's when I clear out the generic description and put my own.  You're saying I need to delete the generic one and that will force invoices to use each item description I manually entered on transactions?

IamjuViel
IamjuViel
May 13, 2020

Hello, @CCCBuilder.

 

When you create an item in QuickBooks, you can add a general description for it. You can also create a different description that will display in your sales form and purchase form.

 

 

However, if you want to change the default description that appears on the estimate, you can delete or remove it. Then, you can manually type in the description you want.

 

The moment you create an invoice for the same estimate (Progress Invoicing), it will display the same description you've manually enter.

 

Let me know if you have other questions about tracking your income and expense transactions in QuickBooks. I'm always here to help.

A
AdminAurum
August 24, 2020

I just contacted QB about this with POs. Maybe it works too for your needs. Click on the settings Gear Icon > Account and Settings > Expenses > Bills and Expenses Show items table on Expense and Purchase forms "ON". 

 

Worked for purchase orders, hopefully this is a solution for everything else. This should be on by default. 

K
Karenja
September 3, 2021

I have the same issue. What's really odd is as a consultant i have two different clients, each with their own licensed QBs Premier software. With one client the detail bill description carries over to the customer invoice (when marked as a billable to a customer) and overrides the generic item description, with the other client the generic description prevails. I have no idea what "setting" to change to make the detail bill description carry over to the customer invoice. Very frustrating!!!

S
SarahannC
September 3, 2021

Hello there, @Karenja. I wouldn't like you to feel that way.

 

I can see how it's needed the detailed bill description carry over to the customer's invoice.
 

We can run the verify rebuild to fix data-related issues to one of your client's company files. If you haven't tried performing this solution, the steps below will guide you through the process.

 

  1. Go to the File menu.
  2. Select Utilities.
  3. Click Verify Data. Then, select OK to close all windows.
  4. Then, go back to the File menu.
  5. Select Rebuild Data under Utilities.
  6. QuickBooks will ask you to make a backup before rebuilding your company file.
  7. Hit OK.
  8. Once the rebuild is done, click OK again.n.PNG

Also, the articles below provide information about tracking billable expenses and how you can easily keep track of your sales and expenses:
 

 

Visit again if you need help with QuickBooks Desktop or your client's company file. The Community is always around.

R
redjed
August 30, 2022

Just got off the phone with QB support for QB Enterprise. This is still not resolved and still an issue. Yes, if you leave the "Description on Sales Transactions" section blank it will transfer the description on your PO. However, I don't always outsource custom items and don't create PO's for sales we produce in house so I need the basic "Description on Sales Transactions" to be filled out. 

They do give you the option to transfer the item description under mileage so the coding is written for this to be applied to Items as well. Such a powerful program but they miss so many basic things that creates more work. 

S
SarahannC
August 30, 2022

Hello redjed, 

 

I see how difficult to deal with this. It makes sense how useful the description of sales transactions be filled out.

 

Let's pass this along to our product developers and let them know how this option helps you and your business. Your input would be a big help in getting this implemented. Here's how:

 

  1. Open the QuickBooks Desktop program and select the Help menu.
  2. Click on Send Feedback Online and choose Product Suggestion.

 

For now, you'll want to visit and check these articles for details about personalizing sales reports and managing customer information:

 

 

Please don't hesitate to click the Reply button if you have other questions about sales transactions and items. I'm always here to help.

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