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Frequent Contributor *

Custom Field on Sales Order

I would like to add the REQUESTED ship date to a Sales Order. This is different than the default Ship Date already available with QuickBooks. That built-in field is also used on the invoice and we use that to record the date the order actually shipped. I also need to be able to REPORT on the requested date. IE; print a list of open sales order with the SO date (date it was created) and my new field, requested ship date. I can't find a way to add this field so I can report on it and enter it in the SO form. I don't necessarily need a date field, it can be a simple text field and we can just type the date in (no date picker).

All the custom fields I see are for ITEMS or CUSTOMERS, VENDORS, EMPLOYEES. I need a custom field for the Sales order and/or invoice that I can also report on. This is much like the MEMO field on the SO, but we already use that for something else.

 

Is this possible? Any help greatly appreciated!

 

We are using QB Desktop Enterprise Manufacturing and Wholesale

Solved
Best answer 05-31-2019

Accepted Solutions
QuickBooks Team

Re: Custom Field on Sales Order

Thanks for getting back to us, @JoeE.


I appreciate you performing the solution shared by my colleague to add the Requested Ship Date on the Sales Order. Since it’s possible that the option may cause issues on your previous transactions, you can use one of the templates main header boxes and change its Title instead. 


Here’s how:

  1. Go to the Lists menu and select Templates
  2. Select the template used for your sales orders.
  3. Click the Additional Customization button on the Basic Customization window.
  4. Under Header, you can use the P.O. No box. Select it and add Requested Ship Date under Title column.
  5. Choose OK on the Additional Customization window.
  6. On the Basic Customization window, hit OK.

so temp 1.PNG so temp 2.PNG so temp 3.PNG so temp 4.PNG so temp 5.PNG

 

Once done, create a sample sales order. Then, run the Open Sales Orders by Customer and customize it to display the P.O. No on the report with the Requested Ship Date data. 


Follow the steps below:

  1. Click the Customize Report button on the Open Sales Orders by Customer report.
  2. On the Columns field under the Display tab, enter P.O. # and select it.
  3. Hit OK to save the changes.

so report 1.PNG so report 2.PNG

 

You should find the dates on the report under the P.O # column. Check out his article about templates to learn more: Use and customize form templates.


That should do it. Keep me updated on how this goes. I’m more than happy to help if you need anything else. Take care!
 

4 Comments
QuickBooks Team

Re: Custom Field on Sales Order

You've come to the right place, @JoeE.

 

First of all, thanks for sharing the complete details of your concern. In QuickBooks Desktop (QBDT), you can create a custom field, then add this to the Sales Order and reports.

 

Here's how:

 

1. Go to the Customers menu at the top.
2. Pick Customer Center at the drop-down.
3. Double-click the name for the customer.
4. Select the Additional Info tab at the left pane, then click Define Fields.

24.PNG
5. Enter Requested Ship Date under Label column, then put a checkmark on where you want to use it for.
5. Hit OK.

25.PNG

 

To add the custom field on the Sales Order:

 

1. Open the Sales Order, then click the Formatting tab at the top.
2. Select Customize Date Layout.

26.PNG
3. Go to the Header column and put a checkmark on Screen and Print for the Requested Ship Date.
4. Hit OK.

27.PNG 28.PNG

 

To add the custom field on the report:

 

1. Go to the Reports menu at the top.
2. Pick Sales and Open Sales Orders by Customer at the drop-down.
3. Click the Customize Report option at the upper left.

4. On the Display tab, go to the Columns section and put a checkmark on the Requested Ship Date.
5. Hit OK.

29.PNG 30.PNG

 

 

For additional information, consider checking out this article: Use QuickBooks Desktop custom fields.

 

That should point you in the right direction. Please let me know how everything goes by leaving a comment. I'm always here if you need further assistance. Have a good one.

Frequent Contributor *

Re: Custom Field on Sales Order

Thanks very much. I did try that. The issue with this is it ties the ship date to the customer, rather than simply to the Sales Order. As a result, every time you change the Request Date you receive a popup message that says:

 

You've change xy Customer's Request Date for this transaction. This change will reflect in your current transaction. Do you want to make it permanent i.e. to reflect in all your past and future transactions?

 

YES/NO

 

If the user presses yes, it wipes out all the other previous dates on open and closed Sales Orders and converts them to the new date - this would be pretty disastrous as we need to make sure we retain the date for old SOs. We  have 20 users and the chance that one will eventually hit YES would be likely. Also, it defaults to the last date, whereas we would prefer it to be blank.

 

Is there a work around for this? Ideally we need another memo field that we can report on, but just called something different.

 

Thanks!

 

 

QuickBooks Team

Re: Custom Field on Sales Order

Thanks for getting back to us, @JoeE.


I appreciate you performing the solution shared by my colleague to add the Requested Ship Date on the Sales Order. Since it’s possible that the option may cause issues on your previous transactions, you can use one of the templates main header boxes and change its Title instead. 


Here’s how:

  1. Go to the Lists menu and select Templates
  2. Select the template used for your sales orders.
  3. Click the Additional Customization button on the Basic Customization window.
  4. Under Header, you can use the P.O. No box. Select it and add Requested Ship Date under Title column.
  5. Choose OK on the Additional Customization window.
  6. On the Basic Customization window, hit OK.

so temp 1.PNG so temp 2.PNG so temp 3.PNG so temp 4.PNG so temp 5.PNG

 

Once done, create a sample sales order. Then, run the Open Sales Orders by Customer and customize it to display the P.O. No on the report with the Requested Ship Date data. 


Follow the steps below:

  1. Click the Customize Report button on the Open Sales Orders by Customer report.
  2. On the Columns field under the Display tab, enter P.O. # and select it.
  3. Hit OK to save the changes.

so report 1.PNG so report 2.PNG

 

You should find the dates on the report under the P.O # column. Check out his article about templates to learn more: Use and customize form templates.


That should do it. Keep me updated on how this goes. I’m more than happy to help if you need anything else. Take care!
 

Frequent Contributor *

Re: Custom Field on Sales Order

Thanks for taking the time to document this. This looks like it will work!