Solved

Data in Custom Fields not showing in report

43 replies
301 views

The data from a custom field in a Customer's Information does not show in a Custom Transaction Detail report. Data I entered previously does show in the report, but the data I entered yesterday does not appear. I've tried refreshing, restarting, and rebooting but the newest data does not show up in the report. I'm using Quickbooks Desktop Pro 2017.

QuickBooks Desktop

S

SetonHillAnswer

I tried creating an invoice item for one of the customers with missing data and that caused the data to begin to show up in the memorized report. So this solves my problem. thank you!

Tori B

QuickBooks Team

Good morning, @SetonHill.

Welcome to Community. I'm happy to assist you with your report.

To best assist you, may I ask if you are using a memorized report? Sometimes if our memorized reports are older or over used they can break. Meaning the data will not update even after trying to refresh it. I recommend to create a new Custom Transaction Detail Report and customize it to show the custom fields that you have created for that customer.

To help walk you through the steps, here's how to create the report and customize it (I've also included screenshots for a visual reference):

1. First, let's go to the Reports menu at the top.

2. Choose Custom Reports, then transaction detail.

3. Once the Modify Report box pulls up, scroll through the columns list and click your custom field you have created.

4. You can also filter out the report to only show the customer you're searching for on the report. Just click the Filters tab.

5. Then search for Name.

6. Select OK.

7. Now your report will show your custom field as a column and you can see what was inputted for that field.

However, if you have completed the steps above and still having issues, I recommend checking the company file for data damage. To do this, you can run a Rebuild and Verify.

If you have further questions or concerns, feel free to reach back out anytime. Have a great weekend ahead. Take care!

S

SetonHillAuthor

Thanks for the quick response. I was using a memorized report so I tried creating a new report that matched the memorized one, but I still had the same issue. I ran a verify and rebuild but that did not solve the problem either. I do notice that it will pull up the missing data in the custom field if I create a customer contact list report but not when I create a custom transaction detail report. This does not solve my issues because I need to pull the list based on whether the customer has a specific invoice item. I thought it may offer a clue to the issue? thanks for any other ideas you have.

BigRedConsulting

Level 15

In order for custom field data to appear on transaction reports, it has to be copied to and saved on the transactions. Only sales transactions like Invoices and Sales Receipts support custom fields (and PO's.)

The values on the customer are default values and won't appear on transaction reports, but they will appear on lists reports, like a customer contact list (after you add the custom fields to the report.)

S

SetonHillAuthor

sorry I didn't see this response before I replied to the previous one. I understand what you are saying but why does it show some of the data from that custom field in the customer? Most of the data is there, only what I entered yesterday is missing. Is it because the invoice item was added before the custom field data?

S

SetonHillAuthorAnswer

I tried creating an invoice item for one of the customers with missing data and that caused the data to begin to show up in the memorized report. So this solves my problem. thank you!

C

Camel

I'm using quickbooks premier Edition 2019

My report shows columns for the field option 1 and my custom field salutation.

Neither shows any data in those columns.

I have verified my data and rebuilt my data

Any other suggestions to get the data to appear on the reports?

JoesemM

QuickBooks Team

Thanks for posting in the Community, @Camel.

Allow me to share insights about the data not showing in the custom fields and help you from there.

The possible reason why no data is showing on the column field is that the transaction on the report is empty. To see them, they have to be linked to the transactions in the Type column.

Only sales transactions like Invoices and Sales receipts support custom field entry. To get the custom field to show on your report, you need to customize your Invoice and Sales Receipt. Here's how:

From the Customers menu select Create Invoice.
Select Customize Data Layout.
Click on the Columns tab.
Find the item you need to appear and check the box under the screen.
Click OK.

For Sales Receipts, click the Formatting tab at the top of the screen and then follow the steps listed above.

However, if the issue persists, let's download and install the QuickBooks Tools Hub it helps fix common errors, here's how:

Close QuickBooks.
Download the QuickBooks Tool Hub file. Save the file somewhere you can easily find it (like your Downloads folder or your Windows desktop).
Open the file you downloaded (QuickBooksToolHub.exe).
Follow the on-screen steps to install and agree to the terms and conditions.
When the install finishes, double-click the icon on your Windows desktop to open the tool hub. If you can't find the icon, search in Windows for QuickBooks Tool Hub and select the program.

Then, run a quick repair on your program:

In the QuickBooks Tools Hub, select Program Problems.
Select Quick Fix my Program.
Start QuickBooks and open your data file.

For additional information on how to customized reports in QBDT, you can check this article: Customize reports in QuickBooks Desktop. This also contains steps to create a summary and detailed reports and setting up scheduled reports.

Lastly, I've added this article Understand reports it provides steps on how to generates reports and to see different available reports in QuickBooks Desktop.

Stay in touch with me if you any other questions by adding a comment below. I'm always here for you. Enjoy the rest of your day!

B

Betty2820

When I create an invoice in customer center, the tab skips rate & amount so I cannot enter an amount. When I use the cursor instead to go to the rate & amount column, it won't let me enter anything. I have been using Qbooks for years, never encountered this before.

R

ReymondO

Moderator

Thanks for getting back to this thread and adding a clarification to your concern, @Betty2820.

The steps provided above are intended for QuickBooks Online. Since you're using the Desktop version, I'll show you the alternative troubleshooting steps that will fix this issue. This way, you can send invoices to your customers.

To start, let's update QuickBooks Desktop to its latest release. Doing this will help fix some minor issues in your company file. Here's how:

Go to the Help menu and select Update QuickBooks Desktop.
Click the Update Now tab.
Select Get Updates to start the download.
When the download finishes, restart QuickBooks.
When prompted, accept the option to install the new release.

Once done, create an invoice and enter the amount.

If you're still getting the same experience, use the verify and rebuild data tool in QuickBooks Desktop. Using the Verify Data tool, the program self-identifies the most commonly known data issues within a company file while Rebuild Data self-resolves most data integrity issues that were verified.

Creating an invoice is part of your usual A/R workflow in QBDT. To see the complete list of workflows and other customer-related transactions, see Accounts Receivable workflows.

I'm always here to help if you have any other concerns or questions. Just tag my name in the comment section and I'll get back to you as soon as I can. Have a great weekend.

D

diannegray

I created a custom field for customers that is an ID # specific to them. When I run a report for open invoices I added this custom field to the display. The column is displayed but the data is missing. Two of over 100 customers have data in the field that was created a long time ago. All the new customers with data in the custom field are not displaying. I have not created a new memorized report because it is a very customized report. If that is the only way I will do that but I don't understand why 2 customers have data but no one else. Updated QB, rebuilt, did everything I have read on this community postings. Help !!!

L

lin_jcaj

Level 9

Hello there, diannegray.

I appreciate the steps you've taken to sort this out.

The data in the custom field should show on your invoice. I've added screenshots for your visual reference:

You'll want to ensure both Screen and Print boxes are mark-checked.

If the same results, use the QuickBooks File Doctor to fix your company file.

Let me know how the steps work. I want to make sure this is taken care of.

D

DebSheenD

Level 5

Thank you for getting back to us here in the Community, SetonHill.

Allow me to chime in and share some information about data in custom fields in QuickBooks Desktop (QBDT).

Usually, custom fields will appear on transaction-based reports. Since you're not able to show it in the report, you can open and update the invoice.

Here's how:

Go to Customers.
Look for the invoice that you need to update.
Reenter the item and ensure the amounts are correct.
Click Save and Close.

For additional information, you can check this article: Create and use custom fields in QuickBooks Desktop.

Also, you may want to check these articles about memorizing QuickBooks reports and customizing email templates:

I'm only a few clicks away if you need assistance with your other QuickBooks tasks. It's always my pleasure to help you out again.

Sign up

Login with SSO

Let's get you signed in

Login with SSO