Purpose of the Memo Field
The memo field in QuickBooks serves as a tool for recording adjustments to customer balances and documenting discounts applied to their accounts. It allows businesses to provide additional information and context regarding transactions.
Key Facts
- Purpose: The memo field is used to record any changes in the amount due from customers and to document any discounts applied to a customer’s account.
- Display: The memo field may appear in various screens and documents, depending on the transaction type. For example, it can be displayed on customer statements, printed checks, and invoices.
- Printing: The memo field will appear and print on customer statements, invoices, sales receipts, credit memos, refund receipts, and printed checks. However, it won’t appear on certain screens like customer invoices, bill payments, vendor credits, and credit card charges.
- Location: In QuickBooks Online, the memo field can be found in the Transaction List tab on a customer’s profile. It will display messages indicated in the “Message on statement” box.
- Customization: QuickBooks allows you to customize the appearance and content of the memo field. You can add or remove the memo field from certain forms and reports, and you can also create custom templates with specific memo field settings.
Display of the Memo Field
The memo field’s visibility depends on the transaction type. It may appear in various screens and documents, including:
- Customer statements
- Invoices
- Sales receipts
- Credit memos
- Refund receipts
- Printed checks
Printing Behavior of the Memo Field
The memo field will print on the following documents:
- Customer statements
- Invoices
- Sales receipts
- Credit memos
- Refund receipts
- Printed checks
However, it will not appear on the following screens:
- Customer invoices
- Bill payments
- Vendor credits
- Credit card charges
Location of the Memo Field
In QuickBooks Online, the memo field can be accessed in the Transaction List tab on a customer’s profile. It displays messages indicated in the “Message on statement” box.
Customization of the Memo Field
QuickBooks provides the flexibility to customize the memo field’s appearance and content. Users can:
- Add or remove the memo field from specific forms and reports
- Create custom templates with tailored memo field settings
Sources
- What Is A Credit Memo in QuickBooks Online and Desktop: A Short Overview
- How do i write in the memo field (on invoices) so when i view the customer it shows?
- When the memo field will and will not print
FAQs
What is the purpose of the memo field in QuickBooks?
The memo field allows users to record additional information and context regarding transactions, such as adjustments to customer balances or discounts applied to their accounts.
Where can I find the memo field in QuickBooks Online?
In QuickBooks Online, the memo field can be accessed in the Transaction List tab on a customer’s profile. It displays messages indicated in the “Message on statement” box.
On which documents will the memo field print?
The memo field will print on customer statements, invoices, sales receipts, credit memos, refund receipts, and printed checks.
Can I customize the memo field?
Yes, QuickBooks allows users to customize the appearance and content of the memo field. You can add or remove the memo field from specific forms and reports, and you can also create custom templates with specific memo field settings.
Why is the memo field not appearing on certain documents?
The memo field will not appear on customer invoices, bill payments, vendor credits, and credit card charges.
Can I use the memo field to communicate with customers?
Yes, the memo field can be used to provide additional information to customers, such as order details, payment instructions, or special requests.
How can I ensure that the memo field is included on printed documents?
To ensure that the memo field is included on printed documents, make sure that the “Message on statement” box is checked in the invoice or other document settings.
Can I use the memo field to track changes to transactions?
Yes, the memo field can be used to document changes made to transactions, such as adjustments, refunds, or cancellations.