Custom Fields in Inventory do not appear on a customized template in Invoice Desktop

jiminok · ‎December 12, 2023

Hi: We've added several Custom Fields to our Inventory Form in order to capture VIN, Odometer, etc. We've also set up an Invoice Template to show this in the Invoice Lines.

Our problem: They do not appear on the Invoice at all.

I'm guessing we're overlooking something simple. Any suggestions appreciated.

Thanks.

Jim

KimberlyS · ‎December 12, 2023

Hello there, @jiminok.

I'm pleased to discuss why your customization didn't reflect when creating customer invoices.

In QuickBooks Desktop, the information you've added to an item doesn't show on the invoice form if you've added the inventory before changing your invoice template.

To begin with, let's customize the invoice form and manually add the columns for particular item details. I'll show you how.

Head to the List menu, then choose Templates.
Click on the Templates dropdown from the lower corner of your screen and select New.
Choose Invoice and click OK to begin.
On the Basic Customization page, select Additional Customization.
Proceed to Columns, then tick the boxes on the Screen column for the information you want to display.
Select OK to save the changes you made.

After that, ensure to select the newly created template before manually adding an inventory item to ensure the custom field will reflect on your sales forms.

On the other hand, consider scanning this material to learn about the different ways of tracking customer transactions: Get started with customer transaction workflows in QuickBooks Desktop.

Feel free to visit the Community forum for questions or clarifications about customizing invoices and inventory forms or other related concerns in QuickBooks Desktop. We're always here to help.

View solution in original post

KimberlyS · ‎December 12, 2023

Hello there, @jiminok.

I'm pleased to discuss why your customization didn't reflect when creating customer invoices.

In QuickBooks Desktop, the information you've added to an item doesn't show on the invoice form if you've added the inventory before changing your invoice template.

To begin with, let's customize the invoice form and manually add the columns for particular item details. I'll show you how.

Head to the List menu, then choose Templates.
Click on the Templates dropdown from the lower corner of your screen and select New.
Choose Invoice and click OK to begin.
On the Basic Customization page, select Additional Customization.
Proceed to Columns, then tick the boxes on the Screen column for the information you want to display.
Select OK to save the changes you made.

After that, ensure to select the newly created template before manually adding an inventory item to ensure the custom field will reflect on your sales forms.

On the other hand, consider scanning this material to learn about the different ways of tracking customer transactions: Get started with customer transaction workflows in QuickBooks Desktop.

Feel free to visit the Community forum for questions or clarifications about customizing invoices and inventory forms or other related concerns in QuickBooks Desktop. We're always here to help.

jiminok · ‎December 12, 2023

Thanks Kimberly.

Since the additional information has already been entered, is there a way to retrieve those custom fields from the Inventory unit? (These are one-off Inventory Items. Never a Qty of more than 1. Each has a unique Stock Number.)

Is there a way to join the Inventory information to the Invoice Line via a join, or similar?

Thanks.

Jim

KimberlyS · ‎December 12, 2023

I appreciate you for reaching back in the thread, @jiminok.

I'll share information about retrieving entered information from your invoice and adding these details to the same line item.

If you're referring to a newly created invoice, you can retrieve or display the custom fields from your inventory item. Please follow the steps below:

Head to the Customers menu and select Create Invoices.
From the Template dropdown, choose the customized template.
Add the item from the invoice line.

On the other hand, if you're referring to an existing invoice, you can proceed to this process:

Open the created invoice.
Make sure to select the customized invoice template from the Template dropdown.
Remove the inventory item and add it back again.

All information for a specific item will appear in the same line based on how you customize your invoice template.

Moreover, you might want to review these resources to help record customer payments and save them in the undeposited funds account:

Don't hesitate to leave a reply below if you have additional questions when creating customer invoices in QuickBooks Desktop. It's our top priority to offer further assistance.

jiminok · ‎December 12, 2023

Thank you. I appreciate timely response and reply.

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Custom Fields in Inventory do not appear on a customized template in Invoice Desktop