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A
ActiveSol
October 16, 2024
Question

How to export a report will full invoice details ( all lines in the invoice )

  • October 16, 2024
  • 2 replies
  • 0 views

Hi,

 

I am trying to export to Excel a report which contains a summerry of all the invoices issued, with the full contents of the descriptions. ( "memo" field ),

When I try this it just shows the product description for the products in the memo field, but other details in the memo are not shown.

I am on QB Premier 2021  Desktop

Regards


2 replies

S
ShyMae
October 16, 2024

It's great to have you here, Sol. I understand how important it is to have detailed information for your records. In QuickBooks Desktop Premier, the reports generated can differ based on the data source and the specific criteria applied. I'm here to ensure we can accomplish your goal together.
 
Some reports are designed to display only certain pieces of data. This is why the product description appears in the Memo column instead of showing the detailed memo information you've entered.
 

We can run two reports and then consolidate both outside of QuickBooks. Let's begin by pulling up the Customer Invoices List. This shows a complete overview of all the associated item descriptions.
 

  1. Head to the Reports menu. Enter Customer Invoices List in the search bar.
  2. Click the Run icon. Press the Customize Report option.
  3. In the Display column, input Item Description. 
  4. Type in Memo. Untick it to avoid confusion. 
  5. Navigate to the Filters section. Put Transaction Type and choose Invoice in the dropdown. Hit OK. 
  6. Once done, export it.
     



Now, let's run the Transactions List by Customer for the Memo descriptions:
 

  1. Hover over the Reports menu, then Customers & Receivables.
  2. Pick Transactions List by Customer. Customize Report. 
  3. Navigate to the Filters section. Enter Transactions Type and select Invoice in the dropdown. 
  4. Hit OK. Export it. 
     

Please see the attached screenshot for visual reference.

 


Once you have both reports in Excel, merge the data to view a comprehensive snapshot of all invoice details, including descriptions and memos.

Here's a helpful article to share tips and information about running and customizing reports: Understand reports. 

Moreover, you can memorize the reports you've customized. This feature ensures you won't have to repeat the customization process.

 

I'll gladly assist you further in generating reports and managing invoices in QuickBooks Desktop. Feel free to click the Reply button below to share your questions with us. 

A
ActiveSolAuthor
October 17, 2024

I tried but didnt work

 

In our invoices , Product serial numbers are listed below the line item, I need a report exported to excel, to include alll the lines in the invoice description area.

 

Please see below.

 

 

 

 

 
 

 

 

C
Chrea
October 24, 2024

@ActiveSol 

Do you need to export data like this one?

 

CustomerTransaction DateRefNumberPO NumberTermsClassTemplate NameTo Be PrintedShip DateBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryPhoneFaxEmailContact NameFirst NameLast NameRepDue DateShip MethodCustomer MessageMemoCust. Tax CodeItemQuantityDescriptionPriceIs PendingItem Line ClassService DateFOBCustomer Acct NoSales Tax ItemTo Be E-MailedOtherOther1Other2Unit of MeasureAR AccountCurrencyExchange RateSales Tax Code
Anne's Bakery01/09/2020100    Y15/09/2020Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonCabinets10Cabinets1000              Non
Anne's Bakery01/09/2020100    Y15/09/2020Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonHardware10Hardware50              Non
John's Barber Shope02/09/2020101    Y15/09/2020John's Barber Shope1 Main Street  AnytownNY12345USAJohn's Barber Shope1 Main Street  AnytownNY12345USA(999) 888-8888          NonBlueprints1Blueprints500              Non
A
AGPS
October 23, 2024

Is there a way to include the invoice number in this download? 

M
MirriamM
October 23, 2024

Hello there, ActiveSol and AGPS.
 

I'm here to assist you in running the report you're searching for.
 

In QuickBooks Desktop (QBDT), there's a report called Sales by Customer Detail that provides a comprehensive overview of your sales, with individual transactions sorted and subtotaled by customer, including invoice numbers and line items on each invoice.
 

To run and download the report, follow these steps:

 

  1. Navigate to the Reports menu at the top.
  2. Select Sales and then choose Sales by Customer Detail.
  3. Click the Customize Report button.
  4. In the Display tab, set the Report Date Range and select the Columns you want to include, such as Item, Name, Invoice number, Amount, etc.
  5. Click OK.
  6. Go to the Filters tab, type in Transaction Type, and select Invoice from the dropdown.
  7. Click OK.
  8. Then, select the Excel ▼ dropdown, and choose Create New Worksheet or Update Existing Worksheet, and follow the onscreen instructions.

 

That's all there is to it, ActiveSol and AGPS! If you have any other questions about getting the details of your invoices, feel free to let me know by adding a comment below. I'm always here to help.

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