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Intuit

Use QuickBooks Desktop custom fields

Maximize QuickBooks Desktop by customizing the type of information you keep about your customers, suppliers, employees, and items through the use of custom fields.

There are many ways that you can benefit from custom fields in QuickBooks Desktop:

  • Custom fields give you the flexibility to add specific information to your customer, supplier, and employee list.
  • It helps you add and track additional data about Items.
  • The customized information can be included in your forms and reports.

To create custom name field

  1. Open the Customer Centre, Supplier Centre, or Employee Centre.
    • To open the Customer Centre, select Customers, then Customer Centre.
    • To open the Supplier Centre, select Suppliers, then Supplier Centre.
    • To open the Employee Centre, select Employees, then Employee Centre.
  2. Double-click the name that you want to edit in the list.
  3. Select the Additional Info tab.
  4. Choose Define Fields.
For each field you want to add:
  1. Enter the name you want to use in the Label column.
    Note: Use a unique name for each custom field. Names are not case sensitive. e.g. web url is the same as web URL
  2. Choose which lists the custom field applies to.
  3. Select OK.

The new fields appear on the Additional Info tab.

List Limitations in custom fields
  • In Pro/Premier, there is a total of 15 custom fields. However, you cannot have more than 7 per category. You can add up to 7 custom fields to your Customer & Job list, Suppliers list, or Employee list. Overlapping fields count as 1 field on each list. For example, if you apply the same field to all 3 lists, then you can still add 6 other fields to each list.
  • In Enterprise Solutions, there is a total of 30 custom fields, you can add up to 12 per category.
  • Multi-choice list has a 30-character limit per line and can accommodate up to 100 choices.
  • If you use an existing report filter as a custom field, you will see both on report's Filters tab which may seem like duplicate.

To know more about list limitations, see Maximum number of list entries (list limits and custom fields) for details.

To create custom item fields

  1. From the Lists menu, select Item List.
  2. Double-click any item in the list.
  3. In the Edit Item window, select the Custom Fields button, then, Define Fields. In the Set up Custom Fields for Items window:
    1. Enter the name of the custom field in the Label column and select the Use checkbox next to the Label name.
      Note: Use a unique name for each custom field. Names are not case sensitive. e.g. colour is the same as COLOUR.
    2. Repeat for each custom item field to add.
    3. Choose OK to close the Set up Custom Fields for Items window.
  4. Select OK to close the Custom Fields window.

Note: See Add, edit and delete items to know how to modify and remove items.

To add the customized field to Forms

  1. Open the type of form that you want to be customized. For example, select Customers, then, Create Invoices to open the Invoice form.
  2. Select the Formatting tab found at the top of the form.
  3. Select Customize Data Layout.  In the Additional Customization window:
    1. Look for the label under the Header section.
    2. Checkmark the box of the additional field that you want to add.
    3. Select OK to close the Set up Custom Fields for Items window.
  4. Select OK to close the Additional Customization window.

Note:

  • You can add any or all of the new fields to sales and purchase forms. If you want information from an item's record to transfer automatically to a form, you must add the field to the form.
  • When customizing form templates, names custom fields appear in the Header tab and items custom fields are in the Columns tab.
  • To learn more about adding data from customized fields in your reports, see Use and customize form templates for detailed steps.