Inconsistent Printing of Project Manager ID Display on Invoices

Hello DEW2022!

Hope you're having a wonderful day! Are you using different invoice templates for the job? If not, most likely the other templates disabled the print option for the mentioned field.

Please open the invoice that doesn't print the ID, and follow the steps below.

1. On your invoice page, click Formatting.
   
2. Choose Customize Data Layout. This will route you to the Additional Customization window.
3. Find your Project Manager ID field and put a checkmark in the Print box.
   
4. Click OK to save your template.

If you're using the same invoice template in all transactions, you'll want to run the Verify and Rebuild data utilities to find out if you're having a data issue.

If you have any other concerns about printing your custom field's ID, don't hesitate to go back to this thread. We'll be here to continue helping you. Take care!

Jess,

Thank you for the prompt response and input.  I double-checked the formatting and the check mark was checked in both the screen and print for our main invoice format where we've been encountering inconsistent printing of that field's contents.

I'm wondering if it has something to do with when the project manager is assigned to the project and when the job is initially set up.  We get the signed contract and set up the job at that time but often wait a week or so to see which project manager's schedule and experience will be best suited for a given job.  Could that failure to assign the project manager initially somehow impact things?

We also changed and reduced the number of custom fields we were tracking and someone once told me that these custom fields were sequential and not discreet data fields, and as such even though their names are the same, that perhaps the invoice format might be pointing to the wrong sequential field depending upon when it was set up and when we deleted some of the unused user-defined fields.  Could that be at the root of our issue?

Appreciate the update, @DEW2022.

Thank you for sharing the results after following the suggestion discussed by my colleague above. I'm here to help ensure you're able to print consistent project manager numbers on invoices in QuickBooks Desktop.

Yes, and you're on the right track. Changes to a job assigned to a project manager may affect to characters displayed on the field in question. Since you're confirmed the custom field is created and set up correctly but printing information inconsistently, let's perform a few troubleshooting to determine why and resolve it accordingly.

Make sure to create a backup copy of your company data before following the steps below:

A. To Rebuild Data

1. Go to File.
2. Click Utilities.
3. Select Rebuild Data.
4. Click OK.

B. To Verify Data

1. Go to File.
2. Click Utilities.
3. Select Verify Data.
4. Click OK.

Here's a link you can read to learn more about the troubleshooting steps: How to Fix Possible Data Damage on your Company File in QuickBooks Desktop?

However, we may need to continue our troubleshooting steps if the tool above didn't perform any changes. Use this link for reference: Run Quick Fix my Program from the QuickBooks Tools Hub.

I'm adding these articles with helpful topics you can use while recording the common customer transactions: The Customer Transaction Workflows in QuickBooks Desktop. Also, you're able to read subtopics that will describe how a feature is used and how to accomplish tasks related to its functions.

It'll always be my pleasure to help if you've got additional questions about jobs and invoices in QuickBooks. Use the Reply option below and surely I @JonpriL, will be here ready to assist you.

Thank you for this follow-up to my inquiry as to why project manager ID's entered into job information in the custom field area of the job setup do not consistently appear in the invoices that are printed.   Some do and some don't.  We will go through the data rebuild process and then get back to you on whether or not this remedied the situation.  Again, thank you for the recommendation.

The data verify and rebuild did not correct the inconsistent reporting.  So I think the modifications we've made in the user-defined fields have likely caused the inconsistent reporting of the information entered into those fields.  Time will tell as we stabilize our processes and procedures. Thanks to all for the input.