Using Custom Fields In QuickBooks

In QuickBooks, custom fields let you add to the information that you want to track regarding customers, vendors, and employees. You can add up to seven custom fields each for customers, vendors, and employees. An overlapping field will count as one field for all three lists.

To define a custom field, you go to the Define Fields window by clicking the Additional Info tab of the New and Edit windows for the Customers & Jobs, Vendor, and Employee lists. You can specify the values for these custom fields when creating or editing customer, vendor, or employee records.

Once you’ve defined your custom fields, you can customize your forms to display and print these fields. If the information changes in these fields from one transaction to the next, leave the custom fields blank and enter the information directly on the forms when you fill them in.

When you wish to see reports listing the custom fields you’ve set up, use the Modify Report window to add the fields directly to the list and transaction reports you are using. You can also filter reports for text contained in custom fields.

For items, you can define a maximum of five custom fields. Custom fields are available for all item types expect subtotals, sales tax items, and sales tax groups. To define a custom field for items, open the New Item or Edit Item window; click the Custom Fields button, then the Define Fields button. In the Use column, click to put a checkmark and enter a label for those fields you’ve decide to create. Click OK twice to return to the item record. When you set up or edit an item, you can specify the values for the custom item fields you’ve created. As with custom fields for names, if the i snformation changes frequently regarding the custom item you’ve created, leave the field blank in the item record and enter the appropriate information as you fill out your forms.

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