Custom Field Issues - QBs Enterprise

Having accurate data appear on your invoices and reports is essential in your operations, Krista. Allow me to share some details about this.

To show accurate data, you'll need to uncheck the old contract number checkbox in your invoices custom field before creating new ones, and if you're using a memorized report made before correcting the old data, you'll need to update that as well.

You can refer to the screenshot below for unchecking the old data(Contract #) on your invoices for visual reference.

If you've already done this within the respective custom field but still have old data on your invoices and reports, it's likely due to a temporary data issue. To address this, we can use the Verify and Rebuild tool. It examines your company file for any data damage contributing to the problem and initiates necessary repairs. Before doing so, ensure to update QBDT to the latest release.

To verify your company data:

1. Go to Window and select Close All.
2. Select File, then Utilities.
3. Click Verify Data.

Here's how to rebuild:

1. Go to File, select Utilities, and then select Rebuild Data.
2. Press OK when QBDT asks to make a backup. Choose where to save it and click OK.
3. Select OK once you get the message Rebuild has completed.

Once done, rerun the Verify Data tool to double-check for additional damage.

Finally, I've included this article as a reference in changing the credentials associated with your Intuit Account: Update business or contact names on your account.

You can count on me if there's anything else you want to know about your data in QBDT. Hit the Reply button below to notify me. The Community space is available 24/7.

RE: Is there a way to correct this data without going back into each invoice and manually correcting the number?

No. As with many other fields, the field values for custom fields are defaults. When they're added to transactions, the values are copied to the transactions, and then those defaults, or the values you change them to, are saved. Later, changing the values on the customer don't change those on existing transactions.

I have verified and rebuilt my data, nothing has helped.  I am not sure if it because I run QBs desktop from a server and the connection somehow gets confused.  Any other suggestions would be greatly appreciated. 

I appreciate your efforts in troubleshooting the incorrect or old data on the custom fields, Krista. Let me direct you to our experts for further assistance.

You can reach out to our Support Team since the issue persists after performing the suggestions above. They can pull up your account securely to help you figure out these data. I'll show you how:

1. Go to the Help icon, then select QuickBooks Desktop Help.
2. Press Contact Us.
3. Enter a description of your subscription concern, then click Continue.

Please check our operating hours to ensure a prompt response. You can find them in this article: Contact QuickBooks Desktop Support.

Here's an article detailing what you can do with this feature: Create and use custom fields in QuickBooks Desktop.

Lastly, scan these guides to learn how to personalize templates for entries and reports:

• Use and customize form templates
• Customize reports in QuickBooks Desktop

For additional concerns with custom fields on transactions or reports, enter them in your response. I'm only a few clicks away. Take care.

@Krista Field 

Run the Condense Data utility with any scenario to isolate the problem. Did you encounter any error message?

@Krista Field 

RE: I have verified and rebuilt my data, nothing has helped.

What isn't working? What are you expecting to be fixed?

Hi @Krista Field  You could use a data export and import utility like Zed Axis to batch update invoices in your QuickBooks Enterprise file.  

The process would involve three steps:

1. Use the Exporter to export out the invoices filtering for the Customer and the Period and save the data to Excel
2. In Excel update the Contract #  
3. Import the updated invoice with the updated field back into QuickBooks and selecting the option to Append.