I am working on creating some custom templates. Right now working on the Sales Order template. I know how to use custom data fields. What I can't figure out is where QB is pulling some of the data for the pre-loaded data fields available in the layout designer. In the layout designer, when you go to "Add", click the drop down for "data field" there is a list of possible data fields to put on your template. One of them is "Customer Contact" as well as "Alt. Customer Contact". Where is this data located within a customer account? When I put these data fields on my template, fill out every possible piece of info for a customer and then load the template, these two fields are still blank. I can't find where I should be entering this information within a customer account?? I originally thought the "Customer Contact" data field would reflect what the person's name is on the account (the first and last name under the company name) but that is not the case. Also can't find anywhere where the "Alt. Customer Contact" info might be. These are NOT custom fields. They were available on a brand new file and are provided by the software. So where's the data input??
The pic attached is just one I found on the internet but it shows the list of available data fields in the layout designer.
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Thank you! That's it all right. Looked everywhere for it but there lol. That is an odd configuration though I must say. I use accounts and sub-accounts for individual people within a company. It's not convenient at all to set up a sub-account from an invoice or sales order form and then have to go to the customer center to add a contact. Wish you could do that within the customer account setup window. I was hoping to have the contact name on my all my forms. I opted to create a custom feel for contact name instead of the QBs one as it's a lot easier to fill out when I'm setting the account up.
Another really odd thing is that the customer phone and alt customer phone QB data fields are not from the "contacts" list for the customer. They are only for what's in the customer account setup window. Another major flaw. It pretty much makes the "contact list" irrelevant and useless since none of it's data can be put on forms.
This is not Accounts, but Customer:Job tracking: "I use accounts and sub-accounts for individual people within a company. It's not convenient at all to set up a sub-account from an invoice or sales order form and then have to go to the customer center to add a contact."
It's up to you if you have info about that Subcustomer level that needs to be tracked. Example:
A Homeowner Association tracks Address (property) and COLON and Owner, so that they have prior owners and current owners, and Job Start and End dates for ownership changes. A Mechanic might track Owner:Vehicle, because you track and charge per Vehicle, as Customer:Job. A remodeling contractor tracks "job" literally, as your name is Customer, and then your Jobs are Kitchen Remodel, Bathroom Remodel, Garage, etc.
"Wish you could do that within the customer account setup window."
In Customer Center, you click a Customer Name, then use the button to Add Job. Doing it "on the fly" from Forms is for your convenience. To do it here, from the top left of a Transaction Form, use the COLON. Smith, and then new Job would be Smith:Garage and Tab Out. Now you are creating a Job for Smith.
"I was hoping to have the contact name on my all my forms."
Did you want Customer name or Contact Name? Example: all your customers are factories, and the Purchasing Agent is the Primary Contact.
"I opted to create a custom feel for contact name instead of the QBs one as it's a lot easier to fill out when I'm setting the account up."
But it's not as Functional. That sad, to bypass the provided fields that are part of the relational database and use a Custom field.
"Another really odd thing is that the customer phone and alt customer phone QB data fields are not from the "contacts" list for the customer."
Those are for Customer Name, so you see them in Edit Customer. Contacts is where you maintain the Phone Number for the Contacts, such as Primary and Secondary. For instance, if you use Estimates, the Primary Contact info is used on the Estimate along with the Signature line, to have them sign off on the Scope of work and Price you quote or propose and agree to.
You need to run Reports menu > List reports, customer Contact List. Customize and select everything from the Display tab, to learn what info is in which fields for Customer info. It seems you might be new to this.
"They are only for what's in the customer account setup window. Another major flaw."
Again, it's a matter of a Relational database Key Field. Everything is linked to Customer Name, when you are working in Customer Center. And "job" and "customer" are somewhat synonymous, except Job can be to 5 levels, total.
Job Profit is Customer Profit reporting, for instance. Same thing.
"It pretty much makes the "contact list" irrelevant and useless since none of it's data can be put on forms."
Nearly all of it can be Put on Forms. The differences are, you won't See many of them on your screen, because the data is pulled from Customer, already. For instance, once you set you a customer name with Contact info and an Account Number and a Phone Number, you don't need to See it on the screen on your view; it prints on the forms if you include it, but you maintain it from Customer Center and don't need to also see it on your Forms view, because you know it is finding the info from the Customer Record that you defined. And if you Print Preview that invoice, you can see what you are sending or printing. That's why Preview exists.
I find this difficult to understand as well. In the main customer definition screen, I have "Customer Name" at the top (which, in my case, is usually an individual person) and I also have "First Name" and "Last Name" on that same screen. When I use a template to generate a form, it pulls the "Contact" name, but the "Contact" name is not defined unless I specifically go to the Contact tab and add a new contact with the same name as both the "Customer Name" (in my situation) and in the "First Name | Last Name" fields from the main customer definition screen. Seems very redundant to have to rekey that information. It would be really nice if QB would create an automatic Contact on the Contact tab that is the same as the First Name | Last Name on the customer screen OR if QB would allow one of the data fields on templates to be either "Customer Name" or "First Name | Last Name" from the customer screen.