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L
LizNavis
May 9, 2025
Question

Reports Are inconsistent for between showing QTY on OpenSales by ITem REPORT VS OpenSales By Customer REPORT

  • May 9, 2025
  • 2 replies
  • 0 views

I want to see the Details of QTY/ITEM and MEMO (why use MEMO to show the ITEM Description is beyond me). 

But when I run the OPEN SALES by ITEM report, I see QTY/Description etc.

WHen I run OPEN Sales by Customer , I DON'T see it.

 

Please TELL ME what is wrong or am I missing something, here.

 

2 replies

S
SIAB
May 9, 2025

Run the Verify/Rebuild Data utility. Did you encounter unresolved error message?

L
LizNavisAuthor
June 3, 2025

I did VERIFY , no issues...

J
Jessavell_A
May 9, 2025

When generating a report in QuickBooks, the program analyzes each individual transaction line, @LizNavis. I'll provide a thorough explanation of this process.

 

If a transaction line meets the report criteria, it will be included in the report. For example, when you run the Open Sales Orders by Customer report, it will not display detailed line items, even though there is a column for them. This is because the report is designed to summarize customer data rather than provide item-specific information.

 

On the other hand, if you run an Open Sales Orders by Item report, it emphasizes item details and displays descriptions rather than memos. You can customize it to show only the item descriptions and remove the memo column, as they contain the same information. Here’s how to customize this report:

 

1. In the Report window, select Customize Report.

2. In the Modify Report: Open Sales Orders by Item window, uncheck the checkbox next to Memo.

3. Click OK to apply the changes.

 

For more details about customizing reports, please refer to this article: Customize reports in QuickBooks Desktop.

 

Additionally, it's essential to understand reports and know how QuickBooks generates them.

 

After you've customized your report, consider memorizing it if you want to retain the settings of your customized report for future use. This way, you won’t have to repeat the customization process.

 

Let me know if you have additional questions or need further clarification about generating reports in QBDT. We're here for you.

L
LizNavisAuthor
June 3, 2025

I was able to get the QTY to show up on the OpenSales by Item Report.

NOW, the ITEM Description and the MEMO from the SALES ORDER screen fiels when you enter SALES ORDER , will not display this field in the REPORT?!?!?!

 

Why have fields that are available to us on a form in one screen but WILL NOT report on that field?

 

It is maddening to have something soooo inconsistent..  

 

Please advise on how can I get this field to display on my report....

L
LollyNino_C
June 3, 2025

I appreciate your detailed explanation, and I understand how it can be challenging when the data doesn't appear consistently across different reports, @LizNavis. Let's sort this out together and get things running smoothly for you.

 

QuickBooks Desktop (QBDT) uses a detailed system to determine which information appears on each report. This system, which involves Sources and Targets, ensures that every report accurately reflects your transactions based on the criteria you've set. For more detailed information, refer to this article: Understand reports.

 

Primary data appears above and below the table columns in Summary-type reports. While the details within the table columns are shown in Detail-type reports.

 

To display both the Memo and Item Description on your report, you can run the Sales by Customer Detail report. Here's how to do it:

 

  1. Go to the Reports menu in your QuickBooks Desktop.
  2. Select Sales and click Sales by Customer Detail.
  3. Click the Customize Report button located in the upper left-hand corner.
  4. Click the Display tab, and search for Memo and Item Description.
  5. Make sure to customize the report by ticking Memo and Item Description in the columns section.
  6. Apply any filters you need, like date ranges or customer names, so you get the precise information you desire.
  7. Click OK.
  8. Change the Date and click Refresh.

 

Once we have obtained the appropriate report, we can then customize how the data is displayed within the report.

 

In case you want to access your custom reports easily in the future, you can save them. Open this article for the detailed steps: Create, access, and modify memorized reports.

 

Implementing these steps should display the desired fields in your reports. If you have any further questions about filtering reports or need assistance with any QBDT-related concerns, please don’t hesitate to reach out.

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