cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Level 2

Custom Job Description Data Field

Our company has our customers set up so that the customer name is the parent account and the jobs for that customer are in "Job" sub-accounts using the customers job address. Sometimes different jobs are at the same address and sometimes one customer will have several job site addresses such as someone who flips houses.

When I click on the Customers Job (an address) I may have several invoices for that one location or "Job". As an example one invoice may be a bath remodel and another invoice may be a kitchen remodel and another may be a deck.

On the Job Information window in the Customer Center, is it possible to add a column showing the Job Description on the Transactions tab? It would be easier to see what invoice I'm looking for, rather than having to click on each invoice.

Also, I made a customized invoice and estimate. I'd like the Job Description to show on the invoice but I don't see a data field for the job description? The project data box reflects the Job name which is the address but again the address may include more than one actual job. I see an "Other" data option but I don't know if I can sync the Job Description to it?

The job description I'm referring to is the information entered on the Job Info tab along with Job Type, Job Status, etc. TIA

Solved
Best answer 01-09-2019

Best Answers
Highlighted
Moderator

Custom Job Description Data Field

Sending good vibes to you, jps828.

Allow me to take over and help you with adding a custom job description field in QuickBooks Desktop. Let's get started.

 

I appreciate the screenshot. You're performing the correct steps. The options that you have will depend on what version of QuickBooks Desktop you're using. Nevertheless, you'll still be able to add the job description as a column in the customer's name list.

 

Here's how:

  1. Open a job profile and click on Additional info.
  2. Click the Define Fields button.
  3. In the first line enter the name of the field. You can put something like Job Description 2 or anything you like. You can edit it later.
  4. Place a checkmark in these fields: Cust, VendEmpl. This will make it visible to other customer's profile and on customers' transactions.
  5. Click OK.
  6. When you the field on the profile, enter the details in it and click OK.

z.PNG

To continue, you can follow the step-by-step process provided by my peer JessT above.

 

This will get everything nice and organized in your QuickBooks. If you need help with these steps or anything else, just let me know. Have a nice day.

View solution in original post

15 Comments
Highlighted
QuickBooks Team

Custom Job Description Data Field

Hi jps828,

 

We can add the Job Description as a column on the customer's name list, but this information will not reflect on your estimate and invoice templates. What you can do instead is create a Custom field, and make it visible on the job profile and customer transaction forms (invoices and estimates). That way, whatever information you enter in the profile will reflect on the transactions.

 

Create a custom field:

  1. Open a job profile and click on Additional info.
  2. Click the Define Fields button.
  3. In the first line enter the name of the field. You can put something like Job Description 2 or anything you like. You can edit it later.
  4. Place a check mark in this fields: Cust, Trans, List. This will make it visible to other customer's profile and on customers' transactions.
  5. Click OK.
  6. When you the field on the profile, enter the details in it and click OK.

 

Add the created field to the Customer Center:

  1. Right-click on any of the header names.
  2. Choose Customize Columns.
  3. Add the name of the field (Job Description 2 on my example) from the Available Columns list to the Chose Columns list.
  4. Click OK.

 

Edit your invoice and estimate templates, and make the created field visible on the transaction pages (Screen) and on the actual transactions (Print).

 

 

These are the invoice and estimate screens.

 

Please get back to us if you have additional questions.

Highlighted
Level 2

Custom Job Description Data Field

Thank you JessT for your quick response! I will let you know if I have any further questions. Thanks again

Highlighted
Level 2

Custom Job Description Data Field

I must be doing something wrong? The Defined Fields pop-up is different. I don't have all the options that your images show?

Highlighted
Moderator

Custom Job Description Data Field

Sending good vibes to you, jps828.

Allow me to take over and help you with adding a custom job description field in QuickBooks Desktop. Let's get started.

 

I appreciate the screenshot. You're performing the correct steps. The options that you have will depend on what version of QuickBooks Desktop you're using. Nevertheless, you'll still be able to add the job description as a column in the customer's name list.

 

Here's how:

  1. Open a job profile and click on Additional info.
  2. Click the Define Fields button.
  3. In the first line enter the name of the field. You can put something like Job Description 2 or anything you like. You can edit it later.
  4. Place a checkmark in these fields: Cust, VendEmpl. This will make it visible to other customer's profile and on customers' transactions.
  5. Click OK.
  6. When you the field on the profile, enter the details in it and click OK.

z.PNG

To continue, you can follow the step-by-step process provided by my peer JessT above.

 

This will get everything nice and organized in your QuickBooks. If you need help with these steps or anything else, just let me know. Have a nice day.

View solution in original post

Highlighted
Level 2

Custom Job Description Data Field

Thank you so much RoseMarjorieA! I'm very happy with being able to include it on our invoices and estimates :) I've also added it to the Customer List but unfortunately thats not where it would serve my purposes. It doesn't look like "Job Description" is an option in the Transactions window. Each job listed under a customer may have several jobs. On the left the sub-account can only be associated with one Job Description. In the transaction history there may be several invoices for one sub-account. That is where I'd like to see what job we did on each invoice listed along with payments associated to the Job Description. If I've misunderstood and it is possible to do that please let me know. Otherwise I am very happy that we can include the Job Description on our invoices and estimates.

Highlighted
Moderator

Custom Job Description Data Field

Hi, jps828.

I appreciate the details you've provided. I can share a little more information regarding with custom job description field in QuickBooks Desktop.

 

Your time is valuable to me, as well as the ability for you to have the job description as an option in the transactions window. However, this feature isn't available in QuickBooks Desktop.

 

I'd recommend sending feedback so we'd know how we can make the program better for you. Features and options will be implemented in the product when you share your suggestions to our product developers:

  1. Click Help at the top.
  2. Select Send Feedback Online.
  3. Then click Product Suggestion.

Additionally, if you need to discuss sensitive information, you may want to call in to speak with an agent so they can review your account. Our contact details can be found here along with our opening hours:

  1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
  2. Choose your QuickBooks Product.
  3. Select your QuickBooks version.
  4. On the Contact Us page, click a topic.
  5. Click on the Get Phone Number button to see the support number.

Please know that I'm just a post away should you need anything else. Wishing you a wonderful week ahead.

Highlighted
Level 15

Custom Job Description Data Field

You use this info: "As an example one invoice may be a bath remodel and another invoice may be a kitchen remodel and another may be a deck."

 

For Job Name. Then it shows everywhere, including Job Name in invoices and estimates, and Statements will list Jobs, sort of like Paragraphs.

 

Please see my attachment.

Highlighted
Level 2

Custom Job Description Data Field

I am able to complete all of the steps above, but it is not filling out the information on the invoice for some reason.

I created the Custom Field in the Edit Job window, and filled in a description for one of my jobs. I am able to customize the columns in the Customer Center, and I see the job description listed there. I am able to edit the invoice template, and it shows a preview with a spot for the new job description, however, the field is blank. This is true on both the Screen view and the Print view. I tried this with new and existing invoices, and can not get the job description field to autocomplete.

Do you have any suggestions?

Highlighted
QuickBooks Team

Custom Job Description Data Field

Hi @kemjdm,

 

Currently, when adding custom fields on invoices, you'll need to manually enter the description. 

 

The custom fields only provides a space for you to manually enter a specific information you wish to add on your transaction. 

 

Also, when you input the details on the custom field from your transaction, it'll automatically flow on the form when printing. 

 

I've attached an article about custom fields in QuickBooks Desktop for your future reference.

 

You can always visit our Help Articles page if you want to learn some "How do I" steps in QuickBooks. 

 

Feel free to leave a comment below if you have any other questions. 

Highlighted
Level 2

Custom Job Description Data Field

Thanks, @Alessandra_B .

 

In reading over the custom fields article you linked to, I don't see anything about having to manually enter the description. In fact, in the "Notes" section, it states:
"If you want information from an item's record to transfer automatically to a form, you must add the field to the form."
That sounds to me that what I fill in for my custom job description field will automatically show up on an invoice as long as I add a placeholder for the custom field.

My other question is, why do we have to create a custom field for this, when there is already a field available in QB on the Job Info tab.

In short, the work-arounds discussed on this thread are really not good solutions for us. I have another one that is still not satisfactory:

  1. I'm giving the "Job Name" the full name that I ultimately want to go onto invoices. In our case, this is often a more technical/awkward name than what we use casually in-house. For example, "FCA-FAS-YOS Provide Tepid Water"
  2. I fill in the "Job Description" on the Job Info tab with the in-house name. For example, "Eyewash Install"
  3. I customized the columns so that I can see the Job Description.

The shortcoming of this set-up is that when I create an invoice or an estimate, I need to choose the "Customer:Job" with the awkward, technical name. It's basically the opposite of what I want to do. To make matters worse, the Job Description doesn't populate on the screen, so the in-house name is nowhere to be found unless I'm on the Customers & Jobs list.

 

I'm quite baffled why this is the way it is, and feel like I must be missing something.

Highlighted
QuickBooks Team

Custom Job Description Data Field

You're on the right path, kemjdm.

 

When you create a custom field, you can enter a description of it. Though, we need to make sure you've saved it. Click the OK button so it will automatically flow on the invoice or estimate.

 

Additionally, only the job name will show on the Customer:Job drop-down. The reason behind this is because it's the basis when you track the transaction. Neither the job name nor job description from the Job Info will appear on the invoice or estimate when you preview it. In your case, since the description entered on the custom field isn't showing, we can try some troubleshooting steps. In some cases, if there's a damaged data, it results in minor problems. Let me help you to resolve damaged data.

 

Step 1: Verify Data:

  1. Go to the File menu.
  2. Choose Utilities, then select Verify Data.
  3. If you see QuickBooks detected no problem with your data, click OK. You can continue using the company file.
  4. If Verify finds an issue with your data, click Rebuild Now or View Errors.

Step 2: Rebuild Data:

  1. Go to the File menu, then select Utilities.
  2. Choose Rebuild Data.
  3. Click OK on the QuickBooks Information window. Follow the prompt to save a backup file.
  4. Select OK when you see Rebuild has completed.

Please let me know if you have other concerns. I'm always here to help.

Highlighted
Level 2

Custom Job Description Data Field

@AlexV 

 

I just wanted to follow up to say that the Custom Field is now populating across invoices/estimates. I didn't check for errors, and had been working on other things in the meantime, but I think I know what my problem was before:
I was expecting an existing invoice to update to the new design and populate the field. This doesn't seem to happen (at least not right away). New invoices and estimates populate the value of the Custom Field correctly. 

 

Can you clarify for me. You said:


@AlexV wrote:

Neither the job name nor job description from the Job Info will appear on the invoice or estimate when you preview it.

Is there literally no way to get anything from the Job Info tab onto invoices and estimates?

 

Highlighted
QuickBooks Team

Custom Job Description Data Field

Great to see you here in the Community, @kemjdm

 

At the moment, there isn't a way to get anything from the job info tab onto the invoices and estimates. In the meantime, you can add a custom job description field as what my colleague @RoseMarjorieA suggested in her previous post.  

 

To keep you posted about what products, services, and technology available in QuickBooks Desktop, visit our QuickBooks blogs.

 

Don't hesitate to post again if you have other questions. We're always glad to help. ​

Highlighted
Level 2

Custom Job Description Data Field

I want to post an addendum for anyone having trouble with this, because it seemed like it was inconsistent to me, but I went into a practice company file and figured out what was going on.

As I said above, if I enter info into a custom field and edit the templates to include those fields, when I create an estimate or invoice, it does populate the correct fields on the form. 

 

However, if I create a Progress Invoice, it will not take the data from the custom field. Instead, it takes it from the linked estimate. If I manually edit it on the progress invoice form, it will give me the option of saving it for past and future transactions, and it will update the custom field in the Job itself (ie, at the top level). However, it will not change the existing form data (ie, original estimate).

 

Since existing forms do not update from whatever is added to a custom field *after* the form was first created, the only way I can get the form data on the progress invoice is to go back to the Estimate.  The reason this matters, in my case, is that some custom fields are unknown when I create the estimate. We only have the information after the bid is accepted. 

 

In sum, if you use Progress Invoices and want custom fields to show up with information that you gather after the estimate is created, you need to edit the fields on the linked Estimate itself.  This is not necessary for regular invoices.

 

Here's a step by step:

  1. Create the custom fields as described by previous posts. For this example, I'm going to refer to two custom fields: "Project Name" and "Cust Job #"
  2. Add the fields to your estimate and progress invoice screens, and as needed to print.
    1. Estimate:
      1. Project Name on Screen and Print
      2. Cust Job # on Screen (only)
    2. Progress Invoice
      1. Project Name on Screen and Print
      2. Cust Job # on Screen and Print
  3. Create your New Job. 
    1. For this example, I'm going to not enter any values for the custom fields on the Edit Job screen. However, you could enter values here and they will show up in the next step.
  4. Create your estimate. 
    1. Type in a value for "Project Name" if the field on the estimate screen. This is typically a placeholder name, say "Renovation for Customer ABC"
    2. Leave Cust Job # blank.
    3. Save and Close
    4. Pop-up will say: You've changed ______'s Project Name 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?
      1. For this example, it doesn't matter which you choose, but let's go with "No." The custom fields will not be updated on the Edit Job screen.
  5. After the bid is accepted, open the existing estimate and edit the custom fields.
    1. Edit the value for Project Name to a new value, if desired. Perhaps, "Reno for CT Install"
    2. Add the customer's job #, if given: 19-510
    3. Save & Close
    4. Same Pop-up as above. This time, choose Yes: "Reno for CT Install" will appear in the Project Name field and "19-510" will appear in the Cust Job # field on the Additional Info tab of the Edit Job screen.
  6. Create your first Progress Invoice. The current and correct custom fields will automatically populate. Note that this is coming from the linked Estimate, not from the Edit Job screen. If you change the fields on the Edit Job screen only, they will not come through on the Progress Invoice.
Highlighted
Level 2

Custom Job Description Data Field

This makes no sense that you have to create a custom field for the JOB DESCRIPTION when there is already a field for it on the Job tab, and it allows for more characters than the custom field allows. Venting here, but this is ridiculous. This should be a simple fix. ugh

Need to get in touch?

Contact us