12/10/2020 0 Comments QuickBooks Desktop Custom FieldsManaging Custom Fields in QuickBooks Desktop Sometimes, you will find that your business needs to keep track of more info about items, customers, vendors, or employees than QuickBooks has available fields for. Not everybody needs the same information, so that it is practical in order to track what’s important for you. For situations such as this, there’s a remedy when you look at the form of custom fields. These are fields as possible add a number of of one's lists, specifying what they’re for, and what sort of data they are able to hold. You can also choose whether they’ll be required when creating an inventory element or a transaction. Breaking Down Custom Fields QuickBooks Desktop Pro and Premier allow as much as 5 custom fields for items. QuickBooks Enterprise allows up to 15 custom fields for items. Pro and Premier can have up to a total of 15 custom fields for customers, vendors, and employees, with no more than 7 per category. Enterprise allows for up to 30 customer/vendor/employee fields with a maximum of 12 per list. This means 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. If You want to know about QuickBooks Desktop Custom Fields then call our experts. Similarly, in Enterprise you can have 10 custom fields for each associated with the three name types, or you might have 12 of two sorts and 6 of this third type. Again, any combination that can add up to 30 or less, with no more than 12 per list. If you try to add more fields than that, you’ll see an error message: For the name-related custom fields, even if you have room for more custom fields, selecting a lot of for a category will give this error: Either way, you’ll need certainly to re-purpose a preexisting custom field to produce room when it comes to brand new one, or find another way to trace it, such as for instance in the memo field if that’s not otherwise used. Defining Your Field Let’s look in the process for creating a custom field. It’s a little different, based on whether we’re dealing with items or names; let’s have a look at items first. You’ll start with going to the “Item List” or “Inventory Center” and edit any item. Regarding the right-hand region of the “Edit Item” window, in the middle of your options is a button labeled “Custom Fields”. Click that to begin to see the range of currently defined fields. If none exist yet, you’ll see this message: Let’s pay attention to the message and click “Define Fields,” then. Once we click that, we’ll get a brand new window with an inventory box where we’ll put up each field we want for items, plus some parameters about any of it. “Label” is the name associated with the field itself. We could create something such as “Color” to track the color of an item, or “Weight,” if that’s a thing that’s handy for you yourself to have for shipping purposes. After typing within the label, be sure to check “Use” on that row to make the custom field active. The “What sort of data?” option will default to “Any text”. To restrict this, it is possible to select a data format from the drop-down list. So, for a “weight” custom field, you might want to select numbers only, with whichever decimal option makes the absolute most sense for you. For a “color” custom field, you could use text, but this might lead to many different entries or spellings that will make reporting with this difficult. The option close to the bottom, “User’s multi-choice list…” allows us to produce a list of custom values in a drop-down menu. In this window, we’ll key in your options we would like from the drop-down, anyone to a line, without any punctuation between. Each entry has a 30-character limit, with a maximum of 100 entries within the list: If you wish to make certain users can only select options you’ve entered, uncheck the box at the bottom which allows users to enter their own text. Otherwise, while an option could be selected from the list, custom text may be manually typed in as well. Click “OK” when you’re done adding entries. Back from the “Set Up Custom Fields” screen, you can examine boxes to choose whether you’d like each field you’ve intended to be required, with separate choices for whether it’s to be needed when designing a list element or when designing a transaction that has the field enabled on its template. Once you’re done creating your field, click “OK” to return into the item’s custom field window. Here, you’ll now look at fields you created on the left side of this window. You are able to enter default values here or leave them blank. Default values will auto-fill onto transactions when those elements are utilized, if set, nevertheless they can be changed on a person transaction as needed. To obtain the custom field onto your transaction, you’ll need certainly to edit the transaction template within the “Additional Customization” window and check off the field for “screen and/or print,” as you would any default field. See our post on customizing templates for further details. As far as custom fields for names go, the procedure is very similar. Start by opening the “customer,” “vendor,” or “employee list” and edit one of several names there. Discover the “Additional Info” tab in the left. This is when you can see custom fields for names and fill in default values if desired. Click “Define Fields” in the low 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 identical list. You’re again planning to choose a label for the field, but instead than simply selecting that the field is within use, you’ll select which list or lists it is in use for. You’ll also select a data format, exactly like using 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, it is possible to uncheck it into the “Define Fields” window to eliminate it from lists, though keep in mind that this will not take back one of several active slots for the next custom field. You’d have to re-purpose a preexisting custom field, this means historical transactions would have the field’s new label but old data, so that it’s something to bear in mind before doing this. You can drive out defaults using add/edit multiple list entries, but there’s absolutely no way to mass remove the field data on old transactions. If the field happens to be put into transaction templates, you’ll need to edit those templates to get rid of the field before you can deactivate it: Once you’ve decided in the custom fields you'll need, and set them up, the very last step is to begin to use them! By the addition of the custom fields to your transactions, and using them when appropriate, not merely can you track more information crucial that you your company, but you give yourself another avenue for discovery via reporting. Many QuickBooks reports will allow you to use custom fields as “columns” and “filters”. You can realize that your customers love purple widgets and don’t care for green ones, and that might really help you plan the next order. Decide on the data that’s crucial that you you, add the fields to track it, and produce reports to truly get you the insights you will need from that data. These three steps in making the absolute most of custom fields are just yet another way QuickBooks could make it simpler for you to empower your online business success.
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