Add and use the Supplier field in sales forms and reports in QuickBooks Desktop

Learn how to use the new Supplier field in sales forms and reports to improve traceability between your sales and supplier transactions in QuickBooks Desktop for Windows.

The Supplier field lets you link each sales transaction to a supplier, helping you identify the source of items and services sold. This enhancement is part of the Transaction Improvements initiative that improves accuracy, reporting, and supplier traceability.

Add Supplier field to sales forms

QuickBooks Desktop for Windows

You can now add the Supplier field directly to your Estimate, Sales Order, Invoice, and Sales Receipt forms.

Here’s how:

1. Open any sales form (Estimate, Sales Order, Invoice, or Sales Receipt).
2. Select the Formatting tab.
3. Select Customize Data Layout.
4. If you’re working in a locked template, select Make a Copy.
5. In the window, go to the Columns tab.
6. Locate Supplier in the list.
7. Select the Screen checkbox to show the field.
8. Select OK to save your changes.

Now, you can enter or choose a supplier directly on your sales forms.

Tip: Adding the Supplier field helps find which supplier supplied the items on a specific sales transaction. This helps you find the supplier faster and improves purchase—sales linkage.

Add the Supplier field to reports

You can now view the Supplier column in your sales and purchase-related reports to analyze supplier contributions and trace items.

QuickBooks Desktop for Windows

1. Go to Reports and select Report Centre.
2. Open Purchases by Supplier Detail or Sales by Customer Detail report.
3. Select Customize Report.
4. Go to the Display tab.
5. In the list of columns, search for Supplier.
6. Select the Supplier checkbox and select OK.
7. Select Refresh to update your report.

The Supplier column now appears in your reports, letting you view linked supplier data for each sales transaction.

Why use the Supplier field

Adding the Supplier field improves your ability to:

• Trace each sold item back to the original supplier.
• Identify preferred suppliers and track supplier performance.
• Reduce data reconciliation between sales and purchase workflows.
• Simplify reporting for reseller and wholesale businesses.

Learn more

For additional details on customizing forms and fields, see: Create and use custom fields in QuickBooks Desktop.