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Use custom fields in reports in QuickBooks Online Advanced

by Intuit Updated 3 weeks ago

Learn how to use custom fields in your reports in QuickBooks Online Advanced.

In QuickBooks Online Advanced, you can create custom fields and use them in various ways to track what matters most to you. In this article, we’ll show you how to use custom fields in reports so you can get a clear picture of how your business is doing.

Note: Not all reports support custom fields or all features of custom fields. See below for details.

What you can do with custom fields in reports

Ready to get a deeper understanding of your business? Here’s what you can do with custom fields in reports:

  • Add custom fields as columns so you can see key details about each transaction or line item.
  • Sort items by a custom field so you can organise and scan the report easily.
  • Group items by a custom field so you can see the activity and totals for the same type of item in one place.
  • Filter items by custom fields so you can see just the data you’re interested in.

How to get started

First, go to Reports (Take me there). Then browse or search for a report you’re interested in.

Once you have the report you want, follow these steps to take advantage of custom fields.

Add custom fields as columns to a report

  1. Find and open the report you want to run.
  2. Select the gear icon at the top right of the report.
    L9kOaeiC2_GB_report_settings.png
  3. Under Change columns, select the checkbox for each custom field you want to add.
  4. Select anywhere outside the settings panel to close it. QuickBooks adds the columns to the right side of the report. To reorder the columns, select the gear icon again, then select Reorder columns.

Sort items in a report by a custom field

  1. Find and open the report you want to run.
  2. Select Sort at the top left of the report.
  3. In the Sort by dropdown list, select the custom field you want to sort the report by.
    L9kOaeiC2_GB_sort_report.png
  4. Under Sort in, select between Ascending order or Descending order. The sort takes effect instantly.

Group items in a report by a custom field

  1. Find and open the report you want to run.
  2. Select Customise at the top of the report screen.
  3. In the Customise report panel, select Rows/Columns to expand the section (if needed).
  4. In the Group by dropdown list, select the custom field you want to group the report items by.
    L9kOaeiC2_GB_group by_report.png
  5. Select Run report.

Filter items in a report by custom fields

  1. Find and open the report you want to run.
  2. Select Customise at the top of the report screen.
  3. In the Customise report panel, select Filter to expand the section. (You may need to scroll down the panel to see it.)
  4. Select the checkbox for each field you want to use as a filter. Then enter or select the specific values for each field.
    L9kOaeiC2_GB_filter_report.png
  5. Select Run report.

Reports you can use custom fields with

The tables below show all of the reports in QuickBooks and which ones support features of custom fields. We’re working to make additional reports supporting custom fields, so check back here regularly.

Report nameAdd custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
Profit and Loss ComparisonNoNoNoNo
Profit and Loss by MonthNoNoNoNo
Profit and Loss as % of total incomeNoNoNoNo
Quarterly Profit and Loss SummaryNoNoNoNo
Profit and Loss year-to-date comparisonNoNoNoNo
Profit and Loss by CustomerNoNoNoNo
Profit and LossNoNoNoNo
Profit and Loss DetailNoNoNoNo
Profit and Loss by LocationNoNoNoNo
Profit and Loss by ClassNoNoNoNo
Balance Sheet SummaryNoNoNoNo
Balance SheetNoNoNoNo
Balance Sheet ComparisonNoNoNoNo
Business SnapshotNoNoNoNo
Statement of Cash FlowsNoNoNoNo
Budget OverviewNoNoNoNo
Budget vs. ActualsNoNoNoNo
Report nameAdd custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
A/R Ageing SummaryNoNoNoNo
A/R Ageing DetailYesNoNoYes
Customer Balance SummaryNoNoNoNo
Customer Balance DetailYesYesNoYes
CollectionsYesYesNoNo
Open InvoicesYesYesNoYes
Invoice ListYesYesYesYes
Invoices and Received PaymentsNoNoNoNo
Statement ListNoNoNoNo
Terms ListNoNoNoNo
Unbilled timeNoNoNoNo
Unbilled chargesNoNoNoNo
Report nameAdd custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
Customer Contact ListNoNoNoNo
Sales by Class SummaryNoNoNoYes
Deposit DetailNoNoNoNo
Sales by Customer DetailYesYesYesYes
Estimates & Progress Invoicing Summary by CustomerNoNoNoNo
Sales by Customer SummaryNoNoNoYes
Estimates by CustomerYesYesYesYes
Income by Customer SummaryNoNoNoNo
Sales by Location DetailYesYesYesYes
Stock Valuation DetailYesNoNoNo
Sales by Location SummaryNoNoNoYes
Stock Valuation SummaryNoNoNoNo
Sales by Product/Service DetailYesYesYesYes
Payment Method ListNoNoNoNo
Sales by Product/Service SummaryNoNoNoYes
Stock Take WorksheetNoNoNoNo
Time Activities By Customer DetailNoNoNoNo
Product/Service ListNoNoNoNo
Transaction List by CustomerYesYesYesYes
Sales by Class DetailYesYesYesYes
Report nameAdd custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
Accounts payable ageing detailNoNoNoNo
Accounts payable ageing summaryNoNoNoNo
Bill Payment ListNoNoNoNo
Bills and Applied PaymentsNoNoNoNo
Unpaid BillsNoNoNoNo
Supplier Balance DetailNoNoNoNo
Supplier Balance SummaryNoNoNoNo
Report nameAdd custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
Cheque DetailNoNoNoNo
Expenses by Supplier SummaryNoNoNoNo
Open Purchase Order List YesYesYesYes
Open Purchase Order DetailNoNoNoNo
Purchases by Class DetailNoNoNoNo
Purchases by Location DetailNoNoNoNo
Purchases by Product/Service DetailNoNoNoNo
Purchases by Supplier DetailNoNoNoNo
Transaction List by Supplier*YesYesYesYes
Supplier Contact ListNoNoNoNo

*Supports purchase order custom fields only.

Report nameAdd custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
Transaction Detail by Tax Code ReportNoNoNoYes
Report nameAdd custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
Account ListNoNoNoNo
Reconciliation ReportsNoNoNoNo
Trial BalanceNoNoNoNo
Class ListNoNoNoNo
Location ListNoNoNoNo
JournalNoNoNoNo
Transaction Detail by AccountNoNoNoYes
General LedgerNoNoNoNo
Transaction List with SplitsNoNoNoYes
Transaction List by DateYesYesNoYes
Recent TransactionsYesYesNoYes
Recurring Template ListNoNoNoNo

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