QuickBooks Desktop Custom Fields

Published on 11 December 2020 at 08:57

Managing Custom Fields in QuickBooks Desktop

Sometimes, you find that your business needs to keep track of more information about items, customers, vendors, or employees than QuickBooks has available fields for. Not everybody needs exactly the same information, so that it is reasonable in order to track what’s important for you. For situations similar to this, there’s an answer when you look at the form of custom fields. They are fields that one may add to several of your lists, specifying what they’re for, and which kind of data they are able to hold. You can even choose whether they’ll be required when designing an inventory element or a transaction.

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Wearing Down Custom Fields
QuickBooks Desktop Pro and Premier allow up to 5 custom fields for items.
QuickBooks Enterprise allows up to 15 custom fields for items.
Pro and Premier can have as much as a total of 15 custom fields for customers, vendors, and employees, with at the most 7 per category.
Enterprise allows for as much as 30 customer/vendor/employee fields with a maximum of 12 per list.
This means that in Pro/Premier, you might have 6 vendor custom fields, 6 customer custom fields, and 3 employee custom fields, or 7, 7, and 1 respectively. Any combination that adds up to 15 or less, with a maximum of 7 per list.

Similarly, in Enterprise you might have 10 custom fields for each associated with the three name types, or you might have 12 of two types and 6 of this third type. Again, any combination that can add up to 30 or less, with no more than 12 per list.

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If you attempt to add more fields than that, you’ll see an error message:


For the name-related custom fields, even if you have room to get more custom fields, selecting a lot of for a category will provide this error:

In any case, you’ll need certainly to re-purpose a preexisting custom field to make room for the brand new one, or find another way to track it, such as when you look at the memo field if that is not otherwise used.

Defining Your Field
Let’s look at the process for creating a custom field. It’s a little different, depending on whether we’re talking about items or names; let’s have a look at items first.

You’ll start by going to the “Item List” or “Inventory Center” and edit any item.
On the right-hand side of the “Edit Item” window, in the middle of your options is a button labeled “Custom Fields”.
Click that to start to see the range of currently defined fields. If none exist yet, you’ll see this message:

Let’s listen to the message and click “Define Fields,” then.
Once we click that, we’ll get a fresh window with a listing box where we’ll put up each field we would like for items, plus some parameters about it.

“Label” is the name regarding the field itself. We're able to create something such as “Color” to track the colour of an item, or “Weight,” if that’s something that’s handy to help you have for shipping purposes. After typing when you look at the label, be sure to check “Use” on that row to really make the custom field active. The “What kind of data?” option will default to “Any text”. To restrict this, it is possible to select a data format from the drop-down list.

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So, for a “weight” custom field, you might like to select numbers only, with whichever decimal option makes the most sense for your needs. For a “color” custom field, you could use text, but this can lead to a lot of different entries or spellings that will make reporting with this difficult. The option near the bottom, “User’s multi-choice list…” allows us to generate a listing of custom values in a drop-down menu. In this window, we’ll key in the choices we would like in the drop-down, someone to a line, without any punctuation between. Each entry has a 30-character limit, with a maximum of 100 entries into the list:

If you'd like to make certain users can only select options you’ve entered, uncheck the box in the bottom that enables users to enter their very own text. Otherwise, while an alternative can be selected through the list, custom text can be manually typed in as well. Click “OK” when you’re done adding entries.

Back on the “Set Up Custom Fields” screen, you should check boxes to choose whether you’d like each field you’ve created to be needed, with separate choices for whether it’s to be required when creating a list element or when designing a transaction with the field enabled on its template. Once you’re done creating your field, click “OK” to return to your item’s custom field window. Here, you’ll now start to see the fields you created regarding the left side for this window. It is possible to enter default values here or leave them blank. Default values will auto-fill onto transactions when those elements are utilized, if set, nonetheless they can certainly be changed on an individual transaction as required.

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To obtain the custom field on your transaction, you’ll need certainly to edit the transaction template within the “Additional Customization” window and check from the field for “screen and/or print,” as if you would any default field. See our post on customizing templates for further details. In terms of custom fields for names go, the process is much the same.

Start by opening the “customer,” “vendor,” or “employee list” and edit one of the names there.
Find the “Additional Info” tab from the left. This is where you can observe custom fields for names and fill out default values if desired.
Click “Define Fields” in the reduced straight to add new fields.
While adding custom fields to items only demonstrates to you the item-related custom fields, those for names are typical created in the same list. You’re again going to choose a label when it comes to field, but rather than simply selecting that the field is in use, you’ll select which list or lists it’s in use for. You’ll also select a data format, just like because of the item custom fields, and you’ll select whether these fields are required when saving lists or transactions as well.

If you decide to stop using a custom field, you can easily uncheck it in the “Define Fields” window to eliminate it from lists, though observe that this will not take back one of the active slots for the next custom field. You’d need to re-purpose an existing custom field, which means that historical transactions might have the field’s new label but old data, so that it’s something to bear in mind before performing this. You can clean out defaults using add/edit multiple list entries, but there’s not a way to mass get rid of the field data on old transactions. In the event that field happens to be included with transaction templates, you’ll need to edit those templates to get rid of the field just before can deactivate it:

Once you’ve decided in the custom fields you need, and set them up, the final step is always to begin to use them! By adding the custom fields to your transactions, and with them when appropriate, not only do you really track more details crucial that you your business, but you give yourself another avenue for discovery via reporting.

Many QuickBooks reports will help you to use custom fields as “columns” and “filters”. You could discover that your visitors love purple widgets and don’t look after green ones, and that might really help you plan the next order. Decide in the data that is important to you, add the fields to trace it, and create reports to truly get you the insights you will need from that data. These three steps to make the absolute most of custom fields are only one more way QuickBooks could make it simpler for you to empower your company success.

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