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Level 2

Custom Field Reporting on Customer Job Set Up

Last few years, I have needed to allocate the income on our P&L to the actual state in which the work was performed.  I found there wasn't really a way to do this in QB since the customer/client wasn't always located in the same state as the job.  For example, we have a client that is located in North Carolina, but construction job is physically located in South Carolina.  

 

I created a "custom field" that says "State Work Performed" under the "Additional Info" tab on the Job set up, and have been a little better about filling out that custom field when I set up the project.  However, I noticed when I ran the Transaction Detail for that account, I missed a few.  

 

My problem is, when I go into the job set up for a project that was created, and complete the custom field, it doesn't pull the updated information into the report.  I did a test by creating a new invoice under a job that I updated, and the new invoice does show the custom field updated, but the invoice I did for the same job the day before doesn't have the "state work performed" info completed.  My QB only updates the info on the "invoices" level (invoices created after the field is updated), instead of using the updated field on the "project level".  

 

Am I just running the wrong report??  I have attached a sample of what I am running into. 

Solved
Best answer 02-20-2019

Accepted Solutions
Level 15

Re: Custom Field Reporting on Customer Job Set Up

Custom Fields are Hardly reportable.

 

You can use Customer Type or Job Type. Both are fine. Now you can run Sales reporting and financial reporting and profit reporting. If you see "Columns by" at the top of the report, see if it offers By Type. Or, you Filter ON a type.

 

For my attached example, I filtered on Customer Type = Residential. I also could have filtered on Job Type = Only Idaho, for example, to get Both References. And you can use Subtype, such as State and then County and then City, even = to 5 levels.

View solution in original post

8 Comments
Level 15

Re: Custom Field Reporting on Customer Job Set Up

Custom Fields are Hardly reportable.

 

You can use Customer Type or Job Type. Both are fine. Now you can run Sales reporting and financial reporting and profit reporting. If you see "Columns by" at the top of the report, see if it offers By Type. Or, you Filter ON a type.

 

For my attached example, I filtered on Customer Type = Residential. I also could have filtered on Job Type = Only Idaho, for example, to get Both References. And you can use Subtype, such as State and then County and then City, even = to 5 levels.

View solution in original post

Moderator

Re: Custom Field Reporting on Customer Job Set Up

Hi there, NatalieC.

 

Thank you for posting detailed information about your concern. Allow me to help provide additional information regarding the report in QuickBooks Desktop.

 

When making changes to the Job information through the Customer Center window, it'll only affect transactions that you'll be creating moving forward.

 

If you want the State to reflect on the invoices showing on the report, you may need to edit or delete and recreate the existing transactions.

 

After doing these steps, It'll start to show on the Transaction Detail by Account report. Let me know if you need further help, and I'll be sure to get back to you.

Level 2

Re: Custom Field Reporting on Customer Job Set Up


@qbteachmt wrote:

Custom Fields are Hardly reportable.

 

You can use Customer Type or Job Type. Both are fine. Now you can run Sales reporting and financial reporting and profit reporting. If you see "Columns by" at the top of the report, see if it offers By Type. Or, you Filter ON a type.

 

For my attached example, I filtered on Customer Type = Residential. I also could have filtered on Job Type = Only Idaho, for example, to get Both References. And you can use Subtype, such as State and then County and then City, even = to 5 levels.



I've been playing with your solution, and I see that it does make the "changes" to the job, retroactively, like I need it to for my reporting.  Thank you for that bit of knowledge.  Your solution brings me to a new problem....

 

Is there an easy way to update all the projects I have set up over the past 3-5 years without having to select and edit each one individually?  

Level 2

Re: Custom Field Reporting on Customer Job Set Up

@qbteachmt - I think I just answered my own 2nd question....Customers/add & Edit multiple jobs. Then add Job Type column to list, sort, add, etc.....

 

Thanks :-)

Level 2

Re: Custom Field Reporting on Customer Job Set Up

Thank you @AlcaeusF !  I really needed it to go retroactive, but I will survive.  

Level 15

Re: Custom Field Reporting on Customer Job Set Up

It's not really retroactive, but "Assigned." Once you assign it to the name, that makes it part of the reporting. The Custom fields are not able to be used everywhere, but need to be In Use, to be able to be part of the reporting. They are mostly for use on the List reports.

Level 1

Re: Custom Field Reporting on Customer Job Set Up

We just upgraded from Premiere 2015 Wholesale and Mfg. to Enterprise Wholesale and manufacturing.  I can't find where to set up customer ID numbers to existing list of over 200 customers.  We want to start using customer numbers going forward.

Highlighted
Moderator

Re: Custom Field Reporting on Customer Job Set Up

Thank you for joining into this thread, @Patsy20!

 

Let's create a new custom field for your customer's ID number. But know that you'll have to manually enter each of your customer's ID.

 

To do so, you can follow the steps below in creating your new custom field:

  1. Go to Customers.
  2. Select Customer Center.
  3. Choose one of your customers.
  4. Double click to open your customer's profile.
  5. Select Additional Info.
  6. Under CUSTOM FIELDS, select Define Fields.
  7. Enter Customer ID as the name of your custom field.
  8. Put a check on Trans and List.
  9. Select OK.
  10. Click OK.

Once done, you can go back and open each of your customer's profile so you can enter their respective IDs. To add, here's an article you can read to learn more about how you can create and manage your custom fields: Use QuickBooks Desktop Custom Fields.

 

Lastly, I'll be also adding an article that'll help you handle your future tasks about managing your custom fields: Maximum Number of List Entries.

 

As always, you can leave a comment below or start a new thread if you have any other concerns. I'll be keeping an eye for your response.

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