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Community Contributor **

When I'm setting up custom templates, can I have custom fields on my invoices (adding a customer's PO number, for example), but not have that shown on my estimate?

When I try to do this, the form styles seem to be linked, so I can't have it different between invoices and estimates.
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Best answer 08-16-2019

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QuickBooks Team

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

Thanks for the feedback Alex, we're always looking for ways to develop the programme to suit our customers needs so I'll make sure this is passed onto our developers. 

For the payment details on the footer, if you have a separate template for the estimate and the invoice then you can remove the payment details from the estimate template and keep those on the invoice template as these do not link.

Additionally, if you enable the custom field for purchase orders and do not fill this in on the estimate, it will not then show the PO field on the estimate template when applied, but will allow you to then enter this on the converted invoice. Let me know if that makes sense! 

14 REPLIES 14
QuickBooks Team

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

Hey alex-b, 

 

By design the custom fields are linked so if you enable this on one template it will automatically turn on for all sales form templates. You would need to edit and apply the template after converting the invoice from the estimate. 

 

Thanks :)

Community Contributor **

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

Thanks Georgis, not quite the answer I was hoping for, but thank you for the quick response!

 
Could I put in a feature request to your development team that we can override this automatic linking than please?
 
When I create an estimate, there won’t be a Customer Purchase Order number (which I have as a custom field), and I’d like not to have my bank details shown on the bottom of the estimate either.
 
When that estimate is accepted, I’m ok with creating an invoice then creating the Delivery Note from the Invoice, and having both reference the Customer Purchase Order number is good, but I’d like my bank details only on the invoice, and ideally I’d like to be able to customise the Delivery Note too (another feature request!).. 
 
Does enough of that make sense? If you need anything more, or some examples, just let me know!
 
Best regards,
 
Alex
QuickBooks Team

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

Thanks for the feedback Alex, we're always looking for ways to develop the programme to suit our customers needs so I'll make sure this is passed onto our developers. 

For the payment details on the footer, if you have a separate template for the estimate and the invoice then you can remove the payment details from the estimate template and keep those on the invoice template as these do not link.

Additionally, if you enable the custom field for purchase orders and do not fill this in on the estimate, it will not then show the PO field on the estimate template when applied, but will allow you to then enter this on the converted invoice. Let me know if that makes sense! 

Community Contributor **

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

That does make sense, thanks Georgia!

 

I'd not thought it would be so clever as to not show that field if it was empty, but that'll do the trick, thank you!

 

Alex

Experienced Member

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

Can you also let your programmers know that for a standard user to be able to use a Custom Template they are required to be able to edit all the Company Information....who ever thought that was a good idea should be shown the door as that includes all the bank accounts, the ability to change those and to change such things as addresses etc. That completely defeats the point of having different user levels.

QuickBooks Team

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

Hi Furry_dice,

 

 

You can setup standard users with different levels of access - standard users with limited access are unable to view or edit the company settings or view the bank registers.

 

You can learn more about user permissions on our community guide here

 

 

Thanks

Experienced Member

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

I am afraid you didn't understand from my post is that I need a standard user to be able to use Customized Templates. In order for the Customize button to appear on Estimates (I need them to say Quotes) the user has to be given permission to be able to "Edit Company Info". I suspect from your reply that Quickbooks never checked this either as it seems to be a terrible oversight.

 

I am fully aware that different levels are able to be set..it doesn't help if the software makes it a requirement to do this just to be able to use a custom template.

QuickBooks Team

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

Hello Furry_dice

 

We do take on board your comments.The custom form import is an additional feature in the QuickBooks labs section and does link to things in the account and settings. It is certainly worth adding feedback regarding the standard user lack of functionality when needing to use a custom form,which you can do  here

 

Thanks

 

Emma

Experienced Member

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

I already have done. I see this as a major fault, it can't just be me who needs to use customized forms!

QuickBooks Team

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

Hi Furry_dice,

 

We understand your needs for the additional customisation levels for users, we are always at ways which we can develop our products to fit our customers needs through feedback so this could be something which changes in a future release.

 

 

Experienced Member

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

If you think this is a request for additional customization then I am afraid you have failed to read the post.

 

The issue here is that QB has designed a system that REQUIRES any user that USES (not even creates or edits) a customized template to be given permission to access and change all company information.  How you see that as a request for additional customization is not easy to understand.

QuickBooks Team

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

Hi Furry_dice

 

If you would like a regular user to be able to have the option to choose this without having to edit the users functionality as mentioned above it will be classed as feedback/a product enhancement request. We do take on board the frustrations you have put forward in this forum.

Experienced Member

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

I really hope you don't work for Quickbooks because if you did you should know that any user (even a standard user) can use customized templates IF in the users setup access to the Company Info is allowed.  So in direct contradiction to what you just stated every user can use customized templates as long as the edit company info field is picked under user accounts. 

 

My entire point is that using customized templates should not be an unusual event, it is very common place and to force the users to be allowed to edit the company information, including bank accounts, in order to just have the work Quote instead of Estimate is idiotic and should be changed.

 

 

QuickBooks Team

Re: When I'm setting up custom templates, can I have custom fields on my invoices (adding a custo...

Hello Furry_dice

 

We apologise for the miscommunication on the last post we have amended the post so there is no confusion going forward,we have passed on your feedback and we do understand what you are saying at present there are no planned changes within the manage users section in how it links into the custom forms functionality.

 

Emma