Comment on Report in QuickBooks Desktop Pro- Instructions

Comment on Report in QuickBooks Desktop Pro: Video Lesson

            This video lesson, titled “Learn How to Comment on Reports in Intuit QuickBooks Desktop Pro 2023: A Training Tutorial,” shows how to use the Comment on Report feature in QuickBooks Desktop Pro. This lesson is from our complete QuickBooks tutorial, titled “Mastering QuickBooks Desktop Pro Made Easy v.2023.”

Comment on Report in QuickBooks Desktop Pro: Overview

            You can use the feature named Comment on Report in QuickBooks Desktop Pro to comment on report line items. After using the feature named Comment on Report in QuickBooks Desktop Pro, you can save reports with commentary into a special “Commented Reports” group. This lesson shows you how to use the feature called Comment on Report in QuickBooks Desktop Pro and how to manage commented reports.

            To use the feature called Comment on Report in QuickBooks Desktop Pro, first open a QuickBooks report. Then click the “Comment on Report” button in the toolbar at the top of the report. Doing this then opens a copy of the report that shows a “comment balloon” to the right of each item within a line, or to the right of each line item, depending on the report. This commented copy also contains a toolbar with buttons for “Save,” “Print,” “E-mail,” and “Help” in the report’s upper-left corner.

            To comment on an item or line item within a report, click the comment balloon icon to the right of the item. The comment balloon then shows a number, starting at 1 and increasing sequentially. This number corresponds to the comment number in the “Comments” pane at the bottom of the report window.

            Click into the comment field in the “Comments” pane and type the comment. Then click the “Save” button to the right of the comment in the “Comments” pane to save it. To add comments to other items within the report, repeat this process.

            The comments and comment numbers appear in the “Comments” pane. To edit a comment in the “Comments” pane, click the “Edit” button at the right end of the comment. This button looks like a pencil icon. Then edit the comment and click the “Save” button to save it.

            To delete a comment in the “Comments” pane, click the “Delete” button to the right of the comment. This button looks like a small “X.” Then click the “Yes” button in the “Delete This Comment?” dialog box that appears to permanently delete it. You can click the “No” button to keep the comment, if you change your mind.

A picture showing how to use the feature named Comment on Report in QuickBooks Desktop Pro.

            After using the feature named Comment on Report in QuickBooks Desktop Pro, you can save the commented report. To do this, click the “Save” button in the toolbar at the top of the commented report. In the “Save Your Commented Report” dialog box that appears, type a name for the commented version of the report into the “Name” field. Then click the “OK” button. A “Saved Successfully” message box may then appear to tell you the report was saved into the “Commented Reports” list. Click the “OK” button in this message box to close it, if it appears.

            To print a commented report or save it as a PDF, open the report. Then click the “Print” button in the toolbar at the top of the report. To print the report, click the “Report” command from the drop-down that appears. Then print the report using the “Print Reports” dialog box. To save the report as a PDF file, instead, select the “Save as PDF” command from the drop-down menu. Then save the report as a PDF using the “Save as PDF” dialog box.

            To email the report, click the “E-mail” button in the report toolbar. Then select the “Send report as PDF” command from the drop-down menu that appears. You can click the “X” in the upper-right corner of the report to close it when you are finished.

            To view saved commented reports, select “Reports| Commented Reports” from the Menu Bar to view the “Commented Reports” list. You can select a report within this list and then click either the “Display…,” “Print…,” or “Email…” buttons at the bottom of the list to show, print, or email the selected report.

            To rename a report in the list, click the report to rename to select it. Then click the “Commented Reports” button in the lower-left corner of the list. Then choose the “Edit Commented Report” command from the pop-up menu that appears. Type the new name for the report into the “Name” field of the “Save Your Commented Report” dialog box. Then click the “OK” button.

            To delete a commented report, click the report in the list to delete to select it. Then click the “Commented Report” button in the lower-left corner of the list. Then select the “Delete Commented Report” command. Click the “Yes” button in the “Delete This Commented Report?” dialog box that appears to permanently delete the report. To close the “Commented Reports” list, click the “X” in its upper-right corner.

Comment on Report in QuickBooks Desktop Pro: Instructions

1. To use the feature called Comment on Report in QuickBooks Desktop Pro, open a QuickBooks report.
2. Click the “Comment on Report” button in the toolbar at the top of the report to open a copy of the report that displays a “comment balloon” to the right of each item within a line, or to the right of each line item, depending on the report. This commented copy also contains a toolbar with buttons for “Save,” “Print,” “E-mail,” and “Help” in the upper-left corner of the report.
3. To comment on an item or line item in a report, click the comment balloon icon to the right of the item. The comment balloon shows a number, starting at 1 and increasing sequentially. This number corresponds to the comment number in the “Comments” pane at the bottom of the report window.
4. Click into the comment field in the “Comments” pane and type the comment.
5. Click the “Save” button to the right of the comment in the “Comments” pane to save it.
6. To add comments to other items in the report, repeat steps #3 through #5.
7. To edit a comment in the “Comments” pane, click the “Edit” button at the comment’s right end.
8. Edit the comment and then click the “Save” button to save it.
9. To delete a comment in the “Comments” pane, click the “Delete” button to the right of the comment.
10. Click the “Yes” button in the “Delete This Comment?” dialog box that appears to permanently delete it. You can click the “No” button to keep it, if you change your mind.
11. To save a commented report, click the “Save” button in the toolbar at the top of the commented report.
12. In the “Save Your Commented Report” dialog box that appears, type a name for the commented report into the “Name” field.
13. Then click the “OK” button.
14. Click the “OK” button within the “Saved Successfully” message box to close it, if it appears.
15. To print a commented report or save it as a PDF, open the report and then click the “Print” button in the toolbar at the top of the report.
16. To print the report, click the “Report” command from the drop-down that appears.
17. Then print the report using the “Print Reports” dialog box.
18. To save the report as a PDF, instead, select the “Save as PDF” command from the drop-down menu.
19. Then save the report as a PDF using the “Save as PDF” dialog box.
20. To email the report, click the “E-mail” button in the report toolbar.
21. Then select the “Send report as PDF” command from the drop-down menu that appears.
22. To close the report, click the “X” in the upper-right corner of the report.
23. To view the “Commented Reports” list, select “Reports| Commented Reports” from the Menu Bar.
24. You can select a report in this list and then click either the “Display…,” “Print…,” or “Email…” buttons at the bottom of the list to show, print, or email the selected report.
25. To rename a report in the list, click the report to rename to select it.
26. Click the “Commented Reports” button in the lower-left corner of the list.
27. Then choose the “Edit Commented Report” command from the pop-up menu that appears.
28. Type the new name for the report into the “Name” field of the “Save Your Commented Report” dialog box.
29. Then click the “OK” button.
30. To delete a commented report in this list, click the report in the list to select it.
31. Then click the “Commented Report” button in the lower-left corner of the list.
32. Then select the “Delete Commented Report” command.
33. Click the “Yes” button in the “Delete This Commented Report?” dialog box to delete the report.
34. To close the “Commented Reports” list, click the “X” in its upper-right corner.