How to Print a Memo Column in QuickBooks

Adding an extra column to QuickBooks invoices will give you additional fields to communicate with your customers.

People receiving invoices can easily overlook the memo. If this concerns you about the invoices you send to people, you can fix it. Intuit's QuickBooks financial accounting software gives you the ability to add a memo column in a custom-made template with an extra column for memos. You can add an extra column to other types of forms as well, including credit memos, sales receipts, sales orders and estimates.

Instructions

1. Open your QuickBooks file.

2. Select "Lists" from the top menu and click "Templates" in the pull down list.

3. Select the form to which you want to add the memo column.

4. Click the "Template" button in the lower-right corner. Select "Edit Template" from the pull-down menu.

5. Click the "Additional Customization..." button at the bottom of the "Basic Customization" window and select the "Columns" tab.

6. Find "Other 1" in the list on the left and select the check boxes under both "Screen" and "Print," next to "Other 1." These settings will allow you to see the column both on the screen and on the printed invoice.

7. Type "MEMO" on the "Other 1" line under "Title."

8. Edit the "Order" button to position the "MEMO" column. For this example, using the Invoices template, you will put the "MEMO" column to the right of the "DESCRIPTION" column. The order number of the "DESCRIPTION" column is two, so make the "MEMO" field order number three.

9. Click the "Print Preview" button to see what the form will look like as a printed document.

10. Click the "Print" button to print out a copy to see what the form will look like on paper. Click the "Close" button if you do not want to print an invoice form.

11. Click the "Layout Designer..." to adjust column width by selecting a line next to the column and dragging it. Click the "OK" button when you are done. Click the "Cancel" button to undo your changes.

12. Click the "OK" button to finish.

13. Select the action you would like to perform. For this example, you will create an invoice. Select "Customers" from the Top menu and Select "Create Invoices."

14. Click the arrow on the pull down menu in the upper-right corner, under "Template." Select the template you added. Note that the "MEMO" column is visible on your form and fill it out as you normally would.

Tips & Warnings

• On the "Column" tab in the "Additional Customizations" window, select the "Screen" check box but not the "Print" check box if you want to make notes that appear on the screen, but will not print on the form.

• Edit copies of QuickBooks templates only. Never edit the original.

References

• Intuit: Add or remove columns on a form
• Intuit: Change column order on invoices, estimates, sales receipts, or other forms

Resources

• Intuit: Customize your forms (an overview)
• QuickBooks: Template Gallery