Items list custom fields required on

Welcome to the Community, @SeverineW. Let me help you fix this unexpected behavior about saving the data entered in invoices and sales orders.

When you set up Define Fields on items, you'll have to check also the Use column to make this appear in your invoice and sales order template. This will emphasize what kind of data you're entering into the transaction.

I've added a screenshot below for visual reference:

You've also mentioned that you've entered in those column fields on the sales orders and invoice. To verify, can you please provide me with the screenshot of the sales forms and templates for invoices and sales orders? This way, I can provide you with more specific solutions.

Also, it seems like an unusual behavior on this feature since you've mentioned that the information in the item list doesn't change when changing the data entered in custom fields of sales orders and invoices. In this case, I'd suggest updating your QuickBook to the latest release.

Then run the Verify and Rebuild Utility tool to fix common issues and unexpected behavior in QuickBooks Desktop.

You can also check out this article for the detailed steps on running the Verify and Rebuild tool and other solutions in QuickBooks Desktop: Resolve data damage on your company file.  

Additional details are much appreciated. Feel free to update me here and ask more questions. I'm anytime ready to help you out. Stay safe and well!

Thank you for your prompt answer.

Unfortunately, after lots of tries and ensuring we had done everything right, it still does not work.

I will share some screen shots with you as I have even tried rebuilding the file.

We are using Enterprise 2022. Just updated last week from 2021.

Hope you can help as this is very frustating having to update the same things multiple times.

Hi there, Severine. 

Thanks for getting back to us with the update and the screenshot. 

I'm here to help you fix the unexpected behavior in your QuickBooks Desktop account. 

When entering data in your transaction, re-sorting will help you fix them. It makes your lists go back to its default order. So if you have manually changed the order of your list, re-sorting will undo these changes.

Here's how:

1. From the Lists menu, select the list you need to re-sort.
2. Select the Include Inactive checkbox. If it's grayed out, there are no inactive names.
3. Go to the View menu, then select Re-sort Lists.
4. Select OK.
5. Close and reopen your company file.

You can check out this article for the detailed steps  :Re-sort lists in QuickBooks Desktop

If the issue persist, I'd suggest you to reach out Customer Support to check why you're experiencing this issue. 

Here's how to contact them:

1. Go to the Help icon and select QuickBooks Desktop Help.
2. Click Contact Us.
3. Write your concerns in the description box, then select Continue.
4. Select which one of the support options you'd like to use.

Please check out our support hours to ensure that we address your concerns on time.

If in case you need some tips and related articles for future use, you can always visit our QuickBooks Desktop Help Articles page for reference.

You might also want to check out this article to know more about customizing form templates: Use and customize form templates.

Don't hesitate to tag my name in the comment section below if you have other concerns or questions. I'm always ready to help.

Thanks Abegail.

As shown on the screeshot, all the information is entered, yet we still cannot save the transaction.

I will have to contact customer support.

Thank you