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gnocchi
September 29, 2021
Solved

Custom fields that show up when creating an Invoice

  • September 29, 2021
  • 2 replies
  • 19 views

Hello!

 

We would like to add two custom fields to our invoices to enter text information when creating an invoice.

While we were able to do this for Items in a list, I'm not sure how to do the above. The fields are meant to be at the top of the invoice instead of being in the description section.

The (text) data entered in each of these two fields should also be retrieved by the invoice template we're using. I'm also not sure how to do this other than editing an invoice template and selecting Add>Data Field.

 

Thank you for your help!

M

 

Best answer by BigRedConsulting

To add custom fields to an invoice, first set them up on your customer records.  This is done much like custom fields for items, on the Additional Info tab of the customer record.

 

Once complete, you'll see the custom fields in the layout designer.

2 replies

G
Giovann_GModerator
Moderator
September 30, 2021

I know a way to do this, gnocchi.

 

In QuickBooks Desktop, you'll be able to organize the appearance of your invoice. With this, some header information can be removed or renamed to suit your needs. I'll show you how.

 

  1. Go to the Customers menu, select Create Invoices.
  2. Click the Formatting tab and then Customize Data Layout. After that, choose Make a Copy.
  3. In the Header tab, you can remove or rename the title, 
  4. Hit the Layout Designer button so you can drag and move the field.
  5. Once done, click OK, then hit OK again.

 

I've got this article for more details: Use and customize form templates. You can also find instructions for importing your template here.

 

In addition, you can check out this material to learn how to fix common template issues in QuickBooks Desktop: Fix common issues when you use and customize templates.

 

if you need any additional help with your template, I'm always here to help. Have a wonderful day!

BigRedConsulting
BigRedConsultingAnswer
Level 15
September 30, 2021

To add custom fields to an invoice, first set them up on your customer records.  This is done much like custom fields for items, on the Additional Info tab of the customer record.

 

Once complete, you'll see the custom fields in the layout designer.

G
gnocchiAuthor
October 6, 2021

Thank you everyone for your input!

 

I was able to make progress and another question came up. Our client's PO number is pretty long and although it looks ok on the final invoice, when creating and invoice the field associated with the PO field crops it a bit. Is there a way of widening a field displayed on the "Create an Invoice" window?

 

Thanks!

MJoy_D
MJoy_DQuickBooks Team
QuickBooks Team
October 6, 2021

You're welcome, @gnocchi. It is our pleasure to assist you.

 

I have some information about customizing or expanding the P.O. No. field on the Create Invoices page.

 

The option to expand the P.O. No. field On the Create Invoices page is currently unavailable. However, I think that adding this function to QuickBooks Desktop (QBDT) is a wonderful idea.

 

I'd like to invite you to share your thoughts with our developers so that this functionality might be considered for future updates. On my end, rest assured, I'll do the same.

 

To provide feedback on a product using QBDT, follow these steps:

 

  1. Go to the Help menu in your QBDT after opening it.
  2. Select Send Feedback Online, choose Product Suggestion from the options.
  3. On the QuickBooks Feedback window, select a feedback type and product area.
  4. Enter your idea or comment, as well as your name and email address, and then click the Send Feedback button.

 

I also recommend that you go to the Firm of the Future website. It includes information and suggestions to help you get the most out of QuickBooks.

 

For additional information on how to create and edit a form template, see the following link: Use and customize form templates. This guide will show you how to copy a form template and then alter it from one company file to the next.

 

If you have any concerns about modifying your invoice template or anything else, I'm always present. Simply let me know in the Reply box below. Stay safe and enjoy the rest of your day!

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