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ljw8
Level 1

Custom Item Fields

I have added a custom field with a drop-down list of choices to be added to all bills.  I can then add this field to my reports, but can I filter multiple options and subtotal within QB without exporting to Excel?

5 Comments
AlcaeusF
Moderator

Custom Item Fields

Hello @ljw8,

 

Welcome to the Community. I can share some clarification about using custom fields in QuickBooks Desktop.


Currently, the option to filter multiple options and subtotal are unavailable. When you run a report and add a column for a specific custom field, it'll only show the information selected from the drop-down.

 

Also, the custom fields you add to items and names are visible to Item and Name list reports only. Since transaction reports that show bills contain multiple items, the system is unable to show the information.

 

Please see sample screenshots below:

 

 

 

Since the feature you need is unavailable, you can utilize exporting to Excel as the workaround. I appreciate your input on this ability.

 

We always update the features in QuickBooks Desktop, and this preference might be added in the future. As we assess this, I suggest you visit the New Features section by clicking the Help tab at the top menu to stay updated with all the changes that are being made.

 

Also, I've attached an article you can use to learn more about how to configure reports in QuickBooks: Customize reports in QuickBooks Desktop.

 

Drop me a comment below if you have any other questions. I'll be more than happy to help. Wishing you a good one.

ljw8
Level 1

Custom Item Fields

Thank you. I was afraid of that.

Do you have any alternative suggestions on the best way to track our Fleet IDs to be able to connect when we enter bills and then run reports that show this?  I got a lot of follow-up "How To" emails on how to enter a bill, etc., etc.  I know that part, just looking for the best way to capture this data and like I said in a recent post, we are not using the FAM for our Fleet tracking.  And looks like to add as Items, would be very inefficient since we have over 100 vehicles and multiple GLs to use for each!! 

Thank you.

SarahannC
Moderator

Custom Item Fields

Hello there, ljw8.

 

I can see how important to track Fleet ID's that directly connects when creating a bill. You can manually input Fleet ID'S in the Memo field every time you make a bill to them. Another way is to enter them under the Description column. It may require time and effort to get these things done.

 

If you consider doing this alternative way, please take a look at this sample screenshot:

 

When you run a report like Transaction List by Vendor, the data you've entered in the transaction reflects there. Then, you can check the article share by my colleague above to get more details about customizing reports within your company file and memorize the changes. Also, you can visit this link to learn more about our product enhancements. 

 

Let me know if you have other questions or need further assistance. Take care and stay safe.

ljw8
Level 1

Custom Item Fields

Thank you.  That is what we are currently doing by adding text to each line description. 

ljw8
Level 1

Custom Item Fields

See prior posts . . . Since we already enter our fleet/equip. ID's into our Memo/Description lines, we need a better alternative.  After much deliberation and support phone calls, we have decided to create a Custom Field called ID's.  However, I just now came across that there is a limit to this for our QB Enterprise!!  Nobody mentioned is was 100 for this custom drop-down, when I have closer to 500.

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