How do I use custom fields in QuickBooks desktop?

Using custom fields in QuickBooks Desktop allows you to track and manage specific information unique to your business that isn't covered by the default fields, enhancing your data organization for customers, vendors, items, and transactions.

How to Utilize Custom Fields in QuickBooks Desktop

Custom fields provide a powerful way to extend the functionality of QuickBooks Desktop, enabling you to capture and report on details critical to your operations. They can be applied to various record types, including customers, vendors, items, and even transactions, offering a flexible solution for diverse business needs.

Creating Custom Fields

While custom fields can be created for different types of records, the process is largely similar. Here's how to create custom fields for your items, for instance:

1. Access the Item List: Navigate to the Lists menu and select Item List.
2. Open an Item for Editing: Double-click on any item within the list to open its editing window. This action will allow you to access the custom field definition area.
3. Define Custom Fields: In the item editing window, select the Custom Fields button. From there, choose Define Fields.
4. Label Your Field: In the Label column, type the desired name for your new custom field. This name will appear on forms and reports.
5. Activate the Field: In the Use column, select the checkbox corresponding to your custom field name to enable it.
6. Save Your Changes: Click OK to save the newly defined custom field.

Practical Insight: When defining custom fields, consider the type of data you'll be storing. QuickBooks allows you to set data formats (e.g., date, number, text, multi-choice list) which can help maintain data integrity and consistency.

Entering Data into Custom Fields

Once custom fields are defined, they will appear on the respective record forms (e.g., Item, Customer, Vendor, Employee). To enter data:

• For Items: Open an item record and locate the custom field you created. Type or select the relevant information.
• For Customers/Vendors/Employees: Go to the Customer Center, Vendor Center, or Employee Center, open the desired profile, and you'll find a "Custom Fields" tab or section where you can input data.
• For Transactions: Custom fields applied to transactions (like invoices or sales receipts) will appear directly on those forms for data entry.

Using Custom Fields on Forms and Reports

To maximize the utility of your custom fields, you'll want to display them on transaction forms and include them in your reports.

Displaying on Transaction Forms

You can customize your sales forms (like invoices, sales receipts, estimates) or purchase forms to show custom fields:

1. Go to the Lists menu, then select Templates.
2. Choose the form template you wish to modify and click Edit.
3. Navigate to the Additional Customization section.
4. Here, you'll find tabs like Header, Columns, Footer, and Print. Check the boxes for the custom fields you want to appear on your form, both for screen display and printing.
5. Click OK to save your template changes.

Including in Reports

Custom fields can be added to many QuickBooks Desktop reports, allowing for more detailed analysis:

1. Open the report you want to customize (e.g., Sales by Item Summary, Customer Contact List).
2. Click on the Customize Report button.
3. In the Display tab, scroll through the available columns and check the box next to your custom field names.
4. Click OK to refresh the report with the new column.

Example Use Cases:

For more detailed information on custom fields in QuickBooks Desktop, you can refer to the official QuickBooks support page: Create and use custom fields in QuickBooks Desktop.