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PrecisionNJ
July 7, 2022
Question

Viewing custom fields in Collections Reports

  • July 7, 2022
  • 1 reply
  • 1 view

I am trying to create collections reports with custom defined fields that we can add notes to. For example, when I call a customer to get an update on payment status, I want to make a note in the customer/job that denotes the date I called the company and any other applicable notes. I created three custom fields using the "define fields" feature in the customer "profile". I can see the entries when I run a customer contact list, but I cannot see the entries in those fields when I run a collections report, which is what I need the notes for. I am running 2019 Premier Contractor Edition on Desktop if that makes a difference. 

1 reply

JoesemM
JoesemMQuickBooks Team
QuickBooks Team
July 7, 2022

Thanks for joining the Community space, @PrecisionNJ. 

 

You'll have to make sure that you add the Custom Field when opening the Collection report. This way, column fields you create will show on the report.

 

Here's how:

 

  1. Go to the Reports menu, and then choose Reports Center.
  2. Type the report in the search bar at the top, and then click the arrow button to run it.
  3. Tap the Customize button, and then select the Display tab.
  4. Go to the Columns field and pick the custom field you have created.
  5. You also have the option to filter out the report so this will only show the item you need. Just go to the Filters tab. 
  6. Select OK when done.

 

To learn more about it, please browse this resource: Customize reports.

 

If you wish to access this report anytime, you can click the Memorize button at the top to save its customization settings. Check out this article for the detailed instructions: Memorize report.

 

Feel free to leave a reply in the comment section if you need further help with managing reports or anything else related to QuickBooks. Take care and stay safe always.

    P
    PrecisionNJAuthor
    July 8, 2022

    Hello Joesem,

     

    Thanks for the quick reply, however I suppose I should have been clearer. I do have the fields included in the report, however the actual data under the field is coming up blank. I attached photos for reference. The data shows up in a customer contact list, but does not show up in the collections report, which is where I need it to appear. 

    G
    Giovann_GModerator
    Moderator
    July 8, 2022

    I know how to display those defined fields on the collection report., PrecisionNJ.

     

    To display the values in the Collection report, you must include the custom field data in the sales transactions such as Invoice or Sales receipts. Since the values on the customer's profile are defaults, they'll only appear when you run list reports like Customer Contact List.

     

    Here's how:

     

    1. Go to the Customers menu, then select Customer Center.
    2. Open the past due invoice for your customer.
    3. Click the Customize Data Layout, then Make a Copy.
    4. Uncheck those unnecessary headers and checkmark those custom fields you want to appear on the reports.
    5. Hit OK.
    6. Please see the image below after adding those custom fields.
    7. Once done, click Save & close to exist and save the changes made on the invoice.

     

    Once added, you can run the Collection report and ensure to add those custom fields.

     

    If you've followed the steps above and still having problems seeing those defined fields, I recommend running the Verify and Rebuild data to ensure your company file is free of data damage.

     

    You can also memorize your report to save the current customize report. This way, you won't have to go through the customization process again.

     

    Please let me know if you require additional assistance running or customizing the report. I'll be here to help you.

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