Custom Fields

Thank you for posting your concern here in the Community, @ossalex.

Let me clarify things and help you find the 7 custom fields created so you can change the verbiage on them.

Do you want to change the label of each of your custom fields? If so, you can go back to the Define fields on your customer's profile and change the Label of each of your custom fields. I'll attach a screenshot below for your visual reference.

However, if you want to change the information showing on the custom field, you can click the box under the Text column. 

But if you want to show the custom fields on your sales forms, such as invoices and sales receipts, you can add them from the template. Here's how:

1. Go to the List menu, then select Templates.
2. Select the sales form template where you want to add the custom fields.
3. On the Basic Customization window, click Additional Customization.
4. From the Header tab, find the custom fields created and put a checkmark on the box under the Screen column. If you want to show it when printing, click the box under the Print column.
5. Select OK once done.

I'll be adding these resources to learn more about custom fields in QuickBooks Desktop:

• Create and use custom fields in QuickBooks Desktop
• Maximum number of list entries (list limits and custom fields)

Come back to this post if you're referring to something else, @ossalex. I'll be standing by to your response.

I have done all of that and it still has not changed. I still get the notification that only 7 custom fields can be used. Still can not find where those original 7 fields are located to change. 

Hello, ossalex. 

I appreciate you following the steps shared by my colleague above. Allow me to chime in and help make sure you'll be able to view the changes made in your custom fields, as well as getting rid of the notification about the custom field. 

What's happening in your end is rather unusual. In this case, let's diagnose if the problem is caused by minor issues in the program.

Run the Verify/Rebuild Utility to check any data issues within the company file. This built-in tool automatically fixes minor program data issues like the one you experience when running reports.

Here are the steps to do it:

1. Go to the File menu, then choose Utilities from the list.
2. Select the Verify Data tool then wait until the diagnosis is done.
3. If there are issues, proceed to rebuilding the company file.
4. Tap the File menu again, then hover over to Utilities.
5. Choose Rebuild Data then click OK.
6. Follow the onscreen steps to save a backup.

For your reference, see the following link to learn more about this tool: Resolving Potential Data Issues.

Once done, perform again the steps above shared by my colleagues to verify if you able to see the changes made in your custom fields. 

However, if you get the same result after doing so, I recommend reaching out to our Support Team. They can initiate a viewing session with you and help diagnose the company file to verify what causes the problem.

To get our support, follow the steps below:

1. Open QuickBooks and click the Help menu.
2. Select QuickBooks Desktop Help.
3. On the pop-up screen select Contact us. 
4. Click the Search for Something else button then type your concern in the Ask us anything box.
5. Hit Search then scroll down to get your contact options.

Refer to this article to learn more about our contact options and support availability: Contact QuickBooks Desktop support.

Additionally, you can read these articles to learn more about custom fields:  

• Create and use custom fields in QuickBooks Desktop
• Fix common issues when you use and customize templates

You can always update us on the result after performing the solutions as I'd like to ensure this is resolved for you. Just leave a comment below, and I'll get back to you. Have a great day ahead.

Did that yesterday when on the phone with support. Did not solve my issue or help me change the fields. 

 I need to find where those 7 fields are set at. 

Did that yesterday when on the phone with support. Did not help or change anything. Where are those 7 fields stored? 

The previous screenshots show the interface for Enterprise. Pro/Premier are similar. After clicking the Define Fields button, you should see which fields are enabled for Customers, like this:

Enterprise:

Pro & Premier:

If you're getting a message that only 7 are allowed, the limit for Pro and Premier, then you must have more than 7 fields checked off, or are trying to select more than 7.

Does this make sense? Are you seeing something different?

yup...I understand all that. Now, can someone tell me where those 7 fields are at? They are not checked in the define field box, they are not in a list, they are not on a template. I just want to rename those 7 fields that are already allocated to customers. 

FYI: under all customers, all customer jobs the define field box is completely empty. Not text and no check marks. But there are still 7 fields showing under custom fields. 

Thank you for performing the steps provided by my colleague above, @ossalex.

I'm here to share some information that can help you with finding those 7 fields. 

When updating the customer information, you'll find the 7 fields that you're looking for in the Custom Fields section. You can refer to the steps provided by BigRedConsulting above.

If you can't find any custom fields in there and were prompted about the limitation, try running the Rebuild and Verify Utility tool to fix possible data damage on your company file. Refer to the steps provided by AileneA above. I'm adding this article for more troubleshooting steps: Fix data damage on your QuickBooks Desktop company file. Once you're done, try to check if you can now find those 7 fields. 

The following article will also help you fix errors using a customized template: Fix common issues when you use and customize templates. 

I'm always here if you need further help finding those custom fields. Just let me know by leaving a reply below. Take care and have a wonderful day!

@ossalex 

RE: yup...I understand all that.

I'm not sure that you do, given your responses.

RE: Now, can someone tell me where those 7 fields are at?

Yes, on the windows I sent in my screenshots. That's all there is to it. There is no other place to go to rename them. That's why the button is called "Define Fields", 'cause that's where you define them.

If you want to name them something else, it's very easy: Change the name:

Before:

After:

RE: FYI: under all customers, all customer jobs the define field box is completely empty.

Right. If you don't type anything in the fields, they'll be empty. Just like most other other fields on the customer record - which are empty until you put something in them.

Perhaps if you posted a screenshot of what you're seeing along with your comments that would clarify your question.

RE: But there are still 7 fields showing under custom fields. 

Right. Those are the 7 fields that are set up.

I have done that. I have changed them in define, i have updated them in define, i have erased them in define. I have done everything i can in define. HOWEVER! when I click the customer column to make them show it tells me that you can only have 7 fields and they are already set, which is the one showing on the custom fields. 

I can click for vendor, i can click for employee but it will not let me choose customer. 

So my questions remains, where are those 7 fields selected at so i can change them? BECAUSE IT IS OBVIOUSLY BEYOND DEFINE FIELDS!