Tracking Number Field

Welcome back to the Community, @J_S_R.

Yes, QuickBooks Desktop has the option to add the Ship Via, Ship Date, and Tracking Number fields on the invoice. I can walk you through on how to accomplish this goal.

You can customize the invoice template and add the said fields above. This way, it will show up on your invoices and you can email them to your customers. Know that the Tracking Number field isn't available. However, you can enter this under the Other box.

Here's how to customize the template:

1. Click on Lists at the top.
2. Select on Templates.
3. Choose your invoice template and click it.
4. Hit on Additional Customization.
5. Under the Header section, put a check-mark for Ship Date, Ship Via, and enter Tracking Number on the Other box. Make sure that the Screen and Print boxes are all checked.
6. Press on OK when you're done.

I've attached a screenshot for your visual guide on the step number 5: 

From there, you'll be able to enter the details of these fields upon creating the invoice and have them sent to your customers afterward.

You can always check out these articles below for more techniques in customizing sales forms in QBDT and on how to email them:

• Email sales forms in QuickBooks Desktop
• Use and customize form templates

If there's anything else that you need about this or with QuickBooks, let me know. I'll make sure you're all set. Have a lovely day!

Thank you for that information. Once those field are enabled, is it possible to list them in the body of the email template. When I go to Edit>Preferences>Send Forms>Edit, the Edit Email Template gives the options of Inserting Fields. I would like to have a statement that says "Your order shipped on [Ship-Date] via [Sip-Via] and your tracking number is [Tracking-Numer]." but I do not see those available in the "Insert Field" drop down menu. Is there a way to include these in the email template? 

It's good to see again here in the Community, J_S_R.

Allow me to take over and provide some insights regarding inserting fields in QuickBooks Desktop email template.

Adding your own statements on the email template is currently unavailable in QuickBooks Desktop. For now, you can check the screenshot below for the available fields to use for the template.

To know more about customizing your email template in QuickBooks, check out this article: Create custom email templates in QuickBooks Desktop.

The Community is around your corner if you have any other letter template concerns. Have a great day.

In today's time where it seems like everything is getting shipped and customers want status now, it seems this feature would be useful to most. 

Can we have this submitted as a feature request?

Hi there, J_S_R.

I can see how presentable having a customized-phrase option is to your clients. At times, we roll out updates based on the request that we received from our customers. Rest assured, I'll be sharing this post with one of our product developers for consideration. 

Thank you for making business with us in QuickBooks. Count me in if you have any other concerns in QuickBooks. I'll be surely get back to  help. Take care.

There are a couple of problems with the Tracking Number field as suggested.

1. Each time I enter a tracking number into an invoice, QB asks if I want to make this number a default for all future invoice. Obviously the tracking number I enter should be unique for each invoice.

2. As mentioned before, I cannot send an invoice via email to the customer with the tracking number inserted into the body of the email. This would save the customer a lot of time especially if we could also insert our invoice number, their PO number and the tracking number. Many customers check for delivery before they enter an invoice so having in the body would be a time saver.

3. I would like the tracking number inserted into the Statements I send to customers. This would save me time because they often question if a shipment has been delivered which requires opening the invoice, copying the tracking and entering into the carrier website. If you want to get really good, you would look up the tracking number on UPS, FEDEX or USPS for me and put the Delivered Date into the statement. To get around this limitation today I am copying the tracking into the body of the invoice as a line item so it appears on their statement. That is extra work.

Thanks for the feedback, @GeneM.

I'm going to forward your concerns to our Product Development Team about the behavior you're facing. I'm going to mention that inserting the Tracking Number into the Statements and the Emails. You can visit our Blog to see new features for our Products and see future updates.

If you have any other questions or concerns, please let me know! I'm here to help in any way that I can. Have a beautiful day!

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Feel free to have them call me.

I know this is an old message but your advice was spot on. 

I just posted a question to the community to see if I can get that Tracking Number into a report. I want to make sure the products are shipped. I would like to see a report that has these columns

Invoice Date    Customer   Invoice Number  Product   Tracking number  Amount

But I can't see the other field that I have renamed Tracking # as a field I can add to a report

You can pull up the Sales by Customer Detail report, GeneM. It will provide you the information you need.

Let me guide you:

1. Click Reports.
2. Go to Sales, then select Sales by Customer Detail.
3. Click Customize report.
4. Go to the Display tab.
5. Enter Other under Columns then select either Other 1 or Other 2 (Depending on the field you've selected for the tracking number).
6. Click OK.

To know more about customizing a report, you can check this article: Customize reports in QuickBooks Desktop.

We'll be right here if you have other concerns. Feel free to visit the Community again. Take care!

It would be lovely to hyperlink the tracking to the tracking no field. I see many other invoices this way and it would be a very convenient option to have. 

Your voice matters to us, ellejay16. I know how the functionality to view hyperlink the tracking to the Tracking Number field would be beneficial to your business.

With this, I'd recommend sending a feature request directly to our Product Development team. This helps us improve your experience and the features of the program. 

Here's how:

1. Go to the Help menu and then select Send Feedback Online.
2. Enter your request/product suggestion, then select Next.
3. Click Skip and send a message, and choose Feedback as the Category.

Additionally, I've included these articles that'll help you learn more about managing reports in QuickBooks Desktop:

• Understand Reports
• Set Report Preferences
• Set up and Modify Scheduled Reports

I'm only a few clicks away if you need assistance with your other QuickBooks tasks, ellejay16. It's always my pleasure to help you out again.

Hello All!

I have just set up the FEDEX manager in QB- seems to be okay!

Is there a way to find out how much the shipping was after it was marked as shipped?

report I can run?

thanks!!

Thanks for joining the thread, @Fee-Vital.

In QuickBooks Desktop (QBDT), the shipping manager is a built-in feature in your QuickBooks software and is free to use. You only pay FedEx, UPS, or USPS charges on what you ship.

Regarding the shipping fee on what you ship using FedEx, I recommend contacting them as they're the one handling it for you. But if you map the expense account for the shipping fee in your QBDT account, you can run any transaction by the product-related report like Sales by Item Detail.

To run the report, here's how:

1. Go to the Reports menu at the top.
2. Choose Sales and then Sales by Item Detail.
3. Click the Customize Report button.
4. Click Filters.
5. Enter Transaction Type in the Filter field and choose the transaction type.
6. Enter Item in the  Filter field and select the items.
7. Click OK.

To learn more about the behavior of every report in QBDT, see the following link: Understand reports

You can also visit our Sales reports page for more insights about managing your sales in your account.

If you need further assistance with reporting in QBDT, let me know in the comment below. I'll be right here if you need anything else. Have a good one!

We have the ability to export order(s) information to a spreadsheet, including PO number, quantity, price, freight cost and total and a few other fields, but it seems we are unable to include the package tracking number in the export. Can you please tell us how to export the package tracking number?

Thank you,

Dave

Thank you for posting here in the Community, @Finley500.

Currently, QuickBooks Desktop doesn't have the option to export the package tracking number into a spreadsheet.

I understand that the option to export package tracking numbers into a spreadsheet is useful to you and your business. For now, I'd suggest submitting feedback to our product engineers. They may look into this suggestion and consider adding this option in future updates. To submit feedback, you can go to the Help menu and select Send Feedback Online. Then, choose Product Suggestions and enter your feedback.

You may want to learn more about using QuickBooks Shipping Manager. This article will provide further information about the feature: Set up and use QuickBooks Shipping Manager.

Our Community forum is always open to help you again if you need further assistance on this concern. Have a good one.

We are probably different than many of your clients, in that we operate a marketplace (https://turnkeysecuritywebsites.com/) for which we process "end customer" orders from beginning to end for our individual store owners. Being the dropshipper of the products, Cutting Edge Products doesn't have the ability to export tracking numbers from QB at the end of the day, we must copy and paste them manually from every invoice that is attached to individual invoice emails, in order to build a spreadsheet that imports all final order data to multiple stores, prompting invoices that include clickable tracking numbers to be blasted to all end customers at once. Would there be another field in QB that Cutting Edge Products could easily populate with the tracking number that would be exportable?

2nd question: If so, would there be a way to automatically populate this field that would be exportable with the tracking number?

I've come to offer help, @Finley500.

I want to ensure you're able to create another field for a tracking number in QuickBooks Desktop.

You can create a new custom field and it has to be defined for both transactions and lists. This way, you can include it as a field containing your tracking number for export. Let me show you how.

1. Go to Customers.
2. Select Customer Center.
3. Find and open any name from the list of your customers.
4. Choose Additional Info.
5. Under Custom Fields, select Define Fields.
6. Enter the name of the custom field you want to create. Say Tracking Number.
7. Put a checkmark under the Customer, Transactions, and List columns.
8. Click OK.

I'm adding this article to learn more about how you can define a custom field: Create and Use Custom Fields in QuickBooks Desktop.

You may also read this reference with the topics you can use while recording the common customer transactions: The Customer Transaction Workflows in QuickBooks Desktop.

It'll always be my pleasure to help if you've got additional questions about sales orders and custom fields for customers in QuickBooks. Use the Reply option below and surely I'll be here ready to assist you.

Thank you! We'll give this a try.

Thank you, we'll give this a try!

Hello there, @Finley500.

I'm glad to hear that my colleague was able to help you! Should you need anything else, please don't hesitate to post here.

Please know that you're always welcome here in the Community. Have a great day!

Hello,

Thank you so much for your assistance! I received the following response from one of our accounting gals. So you will understand what we do, we are a wholesale dropshipper for many retailer dealers. We ship orders directly to their customers.

<quote>I’ve ran some tests adding this field into the custom fields. Unfortunately, it is not having the desired result. The custom field is not generating on the sales orders and it’s looking like we cannot generate unique tracking numbers for multiple orders per dealer. The custom fields section of the customer info on QB is designed for values that do not change. For instance, an origin code or cc code appears in a customer’s custom fields. Values that should not change from order to order. Can you find out what I am doing wrong from the Quickbooks technician?</quote>

I'll look forward to receiving your response!

Dave

Hello, Dave.

Since you're still unable to get the result that you need with the custom field, I suggest reaching out to our Customer Support team. They can get into your account in a secure environment and help you with setting up your custom fields.

Follow the steps below on how to reach them:

1. From your QuickBooks Desktop account, click the Help menu at the top.
2. Select QuickBooks Desktop Help.
3. Provide some information about this concern in the search box.
4. Click the Contact Us link at the bottom of the window.
5. You'll now be provided with a few support options.
6. Select Get a call to arrange a callback from a support agent. Or Start a chat to chat with them directly.

You can check this article for more information about the different types of support we offer and their availability: Contact QuickBooks Desktop support.

For more information about using custom name fields to track specific customer, vendor, employee info, products, services you sell, and custom item fields to sales forms, check out this article: Create and use custom fields in QuickBooks Desktop.

I'm always here if you need more help with your custom fields. Let me know by leaving a reply below. Have a great rest of the day!