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Level 1

Custom Field Columns in Sales Orders and Invoices

To those that can help,


I have been having issues with my Sales Orders and my Invoices saving a column's data.  The data autofills into the columns as normal and then disappears when you save it or turn it into an invoice. The column is a custom field and was edited for each item individually and the data shows in the item list. The column also stays in the printed copy but the data disappears.  Is there a bug related to this or is there something I am missing to check off somewhere?

5 Comments 5
QuickBooks Team

Custom Field Columns in Sales Orders and Invoices

Hi there, I can share some steps that can fix this issue.


That's indeed unusual. Normally, the data you've entered on the custom columns shouldn't disappear after saving or creating an invoice from the sales order. To isolate the issue, we can utilize the Verify and Rebuild tools to scan your company file for potential data integrity issues and resolve data damages right away. When you're ready, here's how to verify your data:


  1. Choose Window, then select Close All.
  2. Go to the File menu, then choose Utilities.
  3. Select Verify Data.

If there were no errors or issues detected in your data, then no further action is needed. However, if you find that your data has lost its integrity, this means that there's damage to your company file. In this case, you'll need to run the Rebuild utility to rectify the issue. I'll show you how:

  1. Go to the File menu, then choose Utilities.
  2. Select Verify Data
  3. Click OK from the warning message to create a backup of your company file.
  4. Select where you want to save your backup, then hit OK at the bottom of the QuickBooks Desktop Backup window.
  5. The Rebuild Data utility starts as soon as the backup is finished. Just click OK when you get the "Rebuild has completed" message.

Once done, check for remaining errors and damages by verifying your data again. Then, try creating a dummy sales order to see if everything is working fine.


Recording a sales order is just a part of the accounts receivable workflow in QuickBooks Desktop. I encourage checking out our Customer Transactions Guide to help organize your cash flow and track your sales more accurately.


Drop me a comment below if you need additional help in handling your other sales transactions. I'm always here to back you up.

QuickBooks Team

Custom Field Columns in Sales Orders and Invoices

Hi there,


Hope you’re doing great. I wanted to see how everything is going about the issue in sales order last week. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at anytime.


Looking forward to your reply. Have a pleasant day ahead!

Level 1

Custom Field Columns in Sales Orders and Invoices



Thank you for the quick response! Unfortunately we have never backed up our Quickbooks before and my team is against backing up.  I hope to convince them to back up to an external hard drive and then we can see if this will fix the issue. I am almost sure this should fix it as we have never done a rebuild before and might even solve some of our other issues!

Level 3

Custom Field Columns in Sales Orders and Invoices

I am having the same issue...


I have a quote... with custom columns. 

I create a Sales Order based on quote. 

When I save... two custom columns disappear! 



Custom Field Columns in Sales Orders and Invoices

Don't worry, I got your back, @TEGv.


To check for data issues in the software, open a sample company file. This platform has all the features of the actual working program making it a great place to check for corruptions and technical issues.


You can open a test file by clicking the Open a sample file drop-down on the QuickBooks Startup page. See this illustration:


On the test file, try doing the customizing the quote and see if the same hitch occur in the test company. If not, go back to the problematic file and run the Verify and Rebuild Utility.


Here's how:


Verify Utility

  1. Click File at the top. 
  2. Select Utilities
  3. From the list, choose Verify Data.  

Rebuild Data

  1. Go to the File menu. 
  2. Click on Utilities
  3. Tap the Rebuild Data option. 


If it does, run the Repair Tool to resolve common errors in QuickBooks Desktop. Here's how:


  1. Create a back up your company file beforehand to avoid any accidental data loss.
  2. Reboot the computer and tap the Windows Start menu.
  3. Find Control Panel on the search field or select it from the list.
  4. Press Programs and Features then Uninstall a Program.

    Note: If you don't see Programs and Features, select Programs instead. Then select Program and Features.

  5. Pick QuickBooks from the list of Programs, then press Uninstall/Change.
  6. Click on Continue, or Next. then Repair.
  7. Press Next again then wait for the tool to start its diagnosis.
  8. Hit Finish when done.

To learn more about repairing the program and the complete instructions, go to this link: Repair your QuickBooks Desktop for Windows.


If every set up is correct but still getting the same problem, reaching out to our Technical Team is the best option for you. They can run some diagnostics on the company file to identify underlying issues with the template.


Here's how to get support:


  1. Go to your QuickBooks Home page, then click the Help menu at the top.
  2. Choose QuickBooks Desktop Help from the drop-down.
  3. Hit the Contact us icon.


Let me know how it goes by adding another comment below. I want to make sure you're all set, and I'm here if you need further guidance with the sales templates. Have a great day!

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