Yes, the Description that is on the Customer/Vendor reports is taken
from the Description field when you post the Invoices/Bills.
If you have existing and already posted documents for which you want to
add a description, simply unpost and then repost, this time filling out
that Description field in the Post dialog window.
After re-posting, double check that the document still shows 'PAID'.
GnuCash tries to reapply payments, but doesn't always do so, or get it
right. In that case, if you simply attempt to Pay it again, you'll see
your document and the pre-payment, Just select both of them, make sure
the date matches the original payment, the amount is 0.00 (if they were
1:1) and if you had a NUM for the payment, you might have to re-enter
it. You'll also have to re-enter any memo you had typed when making the
original payment, unfortunately, those are not preserved in this case.
It is a small pain point to fix already posted documents though.
If you have some cases of multi-documents or multi-payments linking them
back up takes a bit more care, but still doable.
Reload your Customer Statement and you should now see your Description info.
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I'll add as a tidbit, if you *do not* consolidate splits on posting, all
line items show up in the affected registers, which allows you more
reporting options for other purposes. (the Transaction Report would
likely be most useful here) You can choose the consolidate option (or
uncheck it) each time, or you can set it in Preferences to your
preferred default.
Regards,
Adrien
On 11/6/26 5:47 PM, Richard Dawson via gnucash-user wrote:
The Gnucash customer report provides a complete status of invoices and
payments, but I have found no way to include any of the information from
the invoice beyond the amount and the invoice ID. The notes entered in
the invoice do not show. I understand that notes from related
transactions can be made to show in the customer report description
field, but there doesn’t seem to be a way enter information in that
field when paying an invoice, and all editing of the transactions are
prohibited once the transaction is complete.
The only way I see to get information to display in the customer report
is to overide the automatic invoice ID creation enter the desired
information in the invoice ID field when creating the invoice.
That isn’t a desirable approach for several reasons, not the least of
which is the limited size of the field.
Similar issue with payments.
Am I missing something? Is there a way to get information into the
customer report description field for invoices and for payments?
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