Add calculated fields to standard and custom reports

Learn how to add calculated fields in standard and custom reports in QuickBooks Online Advanced and Intuit Enterprise Suite.

Calculated fields are a powerful feature allowing you to create custom rows or columns on reports by defining formulas. This enables you to track metrics and data that are not immediately available in standard reports. This functionality is primarily designed for business owners, finance teams, or anyone needing custom calculations on their reports.

Important notes on calculated fields

• Calculated fields can only use rows and columns that are visible on the report as input variables.
• If you create a calculated field and later remove the input rows or columns through customization, the calculated field won't display any data.
• We recommend that you apply all necessary customizations to the report before adding calculated fields.
• Calculated fields won't apply to the totals and sub-totals shown on the report. The totals on the report will remain the sum of the prior rows.

Add a custom row

A custom row is created exclusively using multiple existing rows on the report as input variables (columns cannot be used).

1. Go to Reports , then Standard reports (Take me there).
2. Select a standard report, such as the Balance Sheet.
3. Select Customize, then the Data tab.
4. Select Add calculated fields.
5. Select the Row radio button.
6. Enter a Name for your custom row.
7. In the Type dropdown, choose either %, Num, or Currency.
8. In the Formula field, create the formula by typing and using the rows and operators from the dropdown that appears.
9. Choose where to place the row on the report.
10. Select Add when finished.

Add a custom column

To create a custom column, you can use either multiple existing columns or a combination of multiple cells and columns as the input variables.

1. Go to Reports , then Standard reports (Take me there).
2. Select a standard report, such as the Balance Sheet.
3. Select Customize, then the Data tab.
4. Select Add calculated fields.
5. Select the Column radio button.
6. Enter the name of your custom column.
7. In the Type dropdown, choose either %, Num, or Currency.
8. Create the Formula by typing and using the columns, rows, and operators from the dropdown that appears.
   • Tip: To use a specific cell in your formula, start typing the name of the row, and then choose the corresponding column to create a cell input.
9. Select Add when finished.

Manage calculated fields

You can edit or make changes to the calculated fields already present on your reports.

1. Open the report with the calculated field you want to manage.
2. Select Customize, then the Data tab.
3. On the Data tab, find the calculated field name to see your options.
   • Turn On/Off: Check or un-check the calculated field to turn it on or off.
   • Color Highlight: Choose a color highlight for the row or column, or remove/change the color.
   • Edit: Select the pencil icon to edit the calculated field, and then select Save when finished.
   • Delete: Select the trashcan icon to delete the calculated field.