Showing results for 
Search instead for 
Did you mean: 
Created with Sketch. Have questions about what to do to prepare for tax time? Our year-end hub will walk you through the process.
Created with Sketch. Find out how to upgrade your subscription, manage your password, view account fees, request a refund, and much more on our account management page.
Level 1

Mandate custom fields update per each item



My company is planning to use new custom fields for existing database of company file, but I wonder if there is any way blocking (or just noticing) users from issuing invoices if selected item(s) does not have the custom fields filled in. The new fields will be used for sales reports, and I need to update around 1000+ items. However, there will be daily transactions made by multiple users issuing invoices, and I wanted to make sure all invoiced items to have the custom fields filled in from a certain date. Any idea would be appreciated.



3 Comments 3
QuickBooks Team

Mandate custom fields update per each item

Hi Peter,


It's exciting to learn you're taking advantage of the custom fields feature. QuickBooks offers a variety of customizable features which help you streamline your business while you get ahead with your work. I'll be happy to share more information about this. 


The easiest way to see to the changes a user has made on your account is by using the Audit Trail Report. Here's how to find this report: 

  1. Select Reports from the top menu.
  2. Navigate to Report Center.
  3. Search for Audit Trail in the search bar.
  4. Hover over the report and choose Run

If you're looking to restrict users from making certain changes I recommend reviewing your users and making sure they've got the right access roles. I encourage you to learn more about user types on our site using this link here. If you'd like to know more about creating custom fields, check out this helpful resource: Create and use custom fields in QuickBooks Desktop.


Let me know if you have other questions by leaving a comment below. I'll be one message away. :)

Level 1

Mandate custom fields update per each item

Hi James,


Thank you for the reply. The link was helpful. 

By the way, my concern was not about the user's roles, but it was about how I can make sure the items will be fully filled up in order to avoid any transaction to be made with the items without the custom fields filled in.  My idea for now is updating all the items at once.


Could you advise when should I check "Required on: Trans" per each new custom field?




QuickBooks Team

Mandate custom fields update per each item

Glad to hear back from you, Peter. I want to make sure we're on the same page. At this point, I recommend contacting our contacting our support team for assistance with this. One of our specialists will be able to share your screen and help navigate so you can get the resolution you need ASAP. Here's a link with our contact details. Let me know if you have questions by leaving a comment below. 

Need to get in touch?

Contact us