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gjballegeer
Level 1

How do i add a custom data field to an invoice template?

I need to add a field to be able to invoice customers for a percentage of the total

Solved
Best answer December 14, 2018

Best Answers
qbteachmt
Level 15

How do i add a custom data field to an invoice template?

A Prepayment or Deposit request is not Half of the actual sale. It's a completely different Charge item.

 

Make an Other Charge type item and name it Prepayment. If you are an accrual basis entity, link it to Other Current Liability for Customer Deposits. Otherwise, a cash basis entity just got income, so you link it to Income.

 

Later, you make the actual sale, using Create invoice, for the same date as the sale. Then, you also list your prepayment item on a customer credit memo/refund transaction. There is no Refund, though. You apply this Credit to their invoice, to show the actual sales balance due is partially paid by the funds they send previously. That credit memo is where you put the prepayment item and the prepayment amount you already got from them.

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10 Comments 10
qbteachmt
Level 15

How do i add a custom data field to an invoice template?

That's already provided for.

 

Examples:

If you Progress Invoice from an estimate, you can Progress any line item by % or $ or Quantity.

 

If I need to show you that you owe me a Commission from a Contract I landed for you, or an Insurance policy amount, or otherwise want to manually put this on a sale, then I use the Quantity Field and the item and the Rate, like these:

 

Commission income item; quantity = 10% and the Rate = 10,000. This results in you owing me $1,000 commission on your $10,000 contract. Or, Quantity = 10,000 and Rate = .10 = 10 cents on each dollar of value.

 

Quantity X Rate = Amount.

Anonymous
Not applicable

How do i add a custom data field to an invoice template?

Once you have established the field, add it to an Invoice Template from the Templates list.

 

Choose Lists | Templates, then edit the custom template you want to change, then click Additional Customization and your custom fields will show up there, under Header or Columns, depending on the type (Header for Customer custom field and Columns for Item custom fields.)

qbteachmt
Level 15

How do i add a custom data field to an invoice template?

I've attached what a Progress Invoice looks like, that is already provided for in QB desktop. There are about 12 columns available for you to enable and use.

gjballegeer
Level 1

How do i add a custom data field to an invoice template?

that is how we currently handle it but I skews my inventory numbers, ie. I get a fraction of a unit when we don't sell fractions of units.

qbteachmt
Level 15

How do i add a custom data field to an invoice template?

You control Quantity. If you don't want fractions, use whole numbers. You don't need a Custom Field for this. Inventory is already there by Unit, not %. You manage inventory by Units.

qbteachmt
Level 15

How do i add a custom data field to an invoice template?

I attached the pop up where you select % or $ or Unit as Quantity, if you are using Progress Invoicing. The first pop up is radio buttons; you want to Select each, not % across the entire invoice.

gjballegeer
Level 1

How do i add a custom data field to an invoice template?

is there a way to apply the payment % requested in a line item off of the total instead of off each individual line item?

qbteachmt
Level 15

How do i add a custom data field to an invoice template?

A Prepayment or Deposit request is not Half of the actual sale. It's a completely different Charge item.

 

Make an Other Charge type item and name it Prepayment. If you are an accrual basis entity, link it to Other Current Liability for Customer Deposits. Otherwise, a cash basis entity just got income, so you link it to Income.

 

Later, you make the actual sale, using Create invoice, for the same date as the sale. Then, you also list your prepayment item on a customer credit memo/refund transaction. There is no Refund, though. You apply this Credit to their invoice, to show the actual sales balance due is partially paid by the funds they send previously. That credit memo is where you put the prepayment item and the prepayment amount you already got from them.

mfattorini2
Level 1

How do i add a custom data field to an invoice template?

I did exactly what your instruction said, and the data field I'm trying to add to the template is the Memo field, and that does not come up under header or column list.  Also, whether I say screen and print or screen or print, the template that's on the screen doesn't look anything like my customized template, but when it prints the template looks like the one I customized.  Still doesn't show the Memo Field.

 

Please advise.  

Thank you

 

MaryAnn

 

 

MichelleBh
Moderator

How do i add a custom data field to an invoice template?

I have troubleshooting steps to help fix the Memo field missing, @maryann

 

I value the time you invested in modifying the invoice template. No worries, I'll lead you through some troubleshooting steps to assist in solving the problem.

 

There may be an issue with your company file. With this, I'd recommend opening a sample company. This way, we can confirm that the problem is your file.

 

Go as follows: 

 

  1. Go to the File menu and select Close Company
  2. Click the Open a sample file drop-down and choose a file. 
  3. Customize the invoice template to check. 

 

If the issue persists, you can run the Verify and Rebuild tool to help repair it. Complete the following procedures:

  

  1. Go to the File menu and select Utilities.
  2. Click Verify Data and hit OK to close all windows. 
  3. If there are no problems with your data, you're done. 
  4. If you see Your data has failed the integrity check, go back to Utilities and select Rebuild Data
  5. Click OK to make a backup to prevent data loss along the process.
  6. Hit OK to continue the rebuild process.

 

 

For more information, see this link: Verify and Rebuild Data in QuickBooks Desktop.

 

Once done and the issue continues, I'd recommend running the QuickBooks File Doctor tool. This tool helps fix company file issues.

 

Do the following:  

 

  1. Download the QuickBooks Tool Hub.
  2. Open the file you downloaded (QuickBooksToolHub.exe).
  3. Install and agree to the terms and conditions.
  4. Open the app and click QuickBooks File Doctor.

 

Once the download completes, reboot your computer. Check out this guide for details about the steps: Fix common problems and errors with the QuickBooks Desktop Tool Hub.

 

Moreover, read through these articles below to learn how to resolve typical template issues in QuickBooks Desktop:

 

 

Please ping me if you require additional assistance managing your invoice template or transactions. I'd be delighted to impart to you my years of experience. Take care. 

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