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Data Fields for Templates

Is there a list of where the data fields in a template appear in the customer setup and vice versa.

 

For instance on the template for an Invoice there is a data field for Customer Alt Contact Name but I don't see Customer Alt Contact Name anywhere in the Customer Setup.

 

On the flip side there is a field for Mobile Number on the Customer Setup but the Mobile Number field does not appear as an option for a Data Field in the invoice template.

 

Thank you!

Diane

6 Comments
QuickBooks Team

Re: Data Fields for Templates

Hi there, Organizer.

 

Welcome to the Intuit Community. I'll be glad to clear this up for you.

 

The Customer Alt Contact Name cannot be found in the Customer Setup. It's possible that you added this as one of the data fields and could be the reason why you're seeing this on your invoice template.

 

In addition, if you want to include a Mobile Number field in your invoice template, you can add this and enter Mobile Number as the title of the field. Let me show you how to do it:

  1. Open the invoice.
  2. Click Customize Data Layout.
  3. Click Other and fill in the title as Mobile Number.
  4. Click OK.

You might want to check out this article to learn more about customizing templates in QuickBooks: Use and customize form templates.

 

That's it. I'll be around anytime you need help with something. Feel free to leave a reply below.

Not applicable

Re: Data Fields for Templates

I was hoping Mobile number was a data field on the template for an invoice since it is part of the customer setup. Yes, I do understand how to make Mobile a customer field. I wanted it to automatically populate for the customer setup.

 

In the Invoice template, under the data field list is the option to select Customer Contact and Alternate Customer Contact. Where is the information pulled from that would populate into the "blank" box for both of these. There is no Customer Contact or Alternate Customer Contact field on the customer setup in the Customer List.

 

Thanks!

Diane

QuickBooks Team

Re: Data Fields for Templates

You have a great idea for a new new program feature, @Organizer.

 

Allow me to share additional information on how the ability to customize the field on the invoice template works in QuickBooks Desktop.

 

With QuickBooks, you have the ability to customize your forms depends on your business needs and how you set up the invoice template. You can customize the templates to control how they look and what information is included. You can also specify what you see when you fill out the form onscreen, and what shows on the form when you print it.

 

When creating an invoice, I understand that you want the information to flow directly or automatically to the custom fields that you've added. Currently, you have two ways to add your customer in the invoice. You can manually enter it on the invoice or you can include it on the Bill To/Ship To information.

 

Here's how:

  1. Click to Customer.
  2. Go to Customer Center.
  3. Double-click on the customer's name.
  4. Select Address Info.
  5. Go to Address Details Section.
  6. Manually add your customers contact information on the Invoice/Bill To box. 
  7. Click Ok.  

 

On the other hand, only for those default such as Bill To/Ship To, Date, Invoice #, Contract #, B-Day and Spouse Name will automatically populate. For the other added information such Terms, Due Date, Rep, Ship Date, FOB, Ship Via and choosing alternate Customer Contact needs to be manually selected or added into the invoice.

 

I can see how it would be beneficial this specific feature to you. I'll make sure to pass along your request to the Product Development Team for future considerations.

 

You can also send your suggestions, feedback and product requests for improvement  can directly send it to us.

 

Here's how:

  1. Go to Gear icon.
  2. Choose Feedback.
  3. Type in comments or suggestions.
  4. Select Next.
  5. Click Skip.
  6. Hit Send Message.

If you need further help with the steps above, I'd recommend reaching out to our Customer Care Team. A specialist will be able to further assist you via secured remote access session.

 

Here’s how you can reach them:

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

Feel free to click the Reply button if you have other  questions about managing your invoice's custom fields. I'm always here to help.

Established Community Backer ***

Re: Data Fields for Templates

@juVielL

@Charies_M

 

Please Learn from this input. You are both pointing out things that do not matter to the question.

 

@Organizer

What you see is a Bad Transition over the past few years, starting with QB 20132. Open Customer Center, and on the right side, you see Tabs. One of these is Contacts. Here is Primary Contact, for instance.  The info that used to be Customer Contact is now Primary Contact.

 

For the Variably-labeled field seen in Edit Customer, most of this is Notational, Not Functional. Think of this as an Index card. The Labels you assign in most of these fields is Not the label seen in reporting. The one that starts labeled Mail Email and the CC EMail are Functional, thankfully. You can select a different label, but they are Functionally tied to Send Email transactions and the send queue.

 

Please see my attachment. This is from QB 2012.

Established Community Backer ***

Re: Data Fields for Templates

Please see my new attachment for where it is now.

Established Community Backer ***

Re: Data Fields for Templates

Here you see it in Template customization.

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