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Use custom fields in reports in QuickBooks Online Advanced

Learn how to use custom fields to in  your reports in QuickBooks Online Advanced.

In QuickBooks Online Advanced, you can create custom fields and use them in various ways to track the details that matter most to you. We’ll show you how to take advantage of custom fields in your reports so you get deeper insights into your business.

Note: Not all reports support custom fields, or all features of custom fields. See below for details.

What you can do with custom fields in reports

Ready to get a deeper understanding of your business? Here’s what you can do with custom fields in reports:

  • Add custom fields as columns so you can see key details about each transaction or line item.
  • Sort items by a custom field so you can organize and scan the report easily.
  • Group items by a custom field so you can see the activity and totals for the same type of item in one place.
  • Filter items by custom fields so you can see just the data you’re interested in.

How to get started

First, select the Reports menu from the navigation bar. Then browse or search for a report you’re interested in.

Once you have the report you want, follow the steps below to take advantage of custom fields.

Add custom fields as columns to a report

  1. Find and open the report you want to run.
  2. Select the gear icon at the top right of the report.
    QBOAdv_custom_fields_add_columns_to_reports.png
  3. Under Change columns, check the box for each custom field you want to add.
  4. Select anywhere outside the settings panel to close it. QuickBooks adds the columns to the right side of the report. To reorder the columns, select the gear icon again and then select Reorder columns.

Sort items in a report by a custom field

  1. Find and open the report you want to run.
  2. Select Sort at the top left of the report.
  3. In the Sort by dropdown list, select the custom field you want to sort the report by.
    QBOAdv_sort_by_custom_fields_in_reports.png
  4. Under Sort in, select between Ascending order or Descending order. The sort takes effect instantly.

Group items in a report by a custom field

  1. Find and open the report you want to run.
  2. Select Customize at the top of the report screen.
  3. In the Customize report panel, select Rows/Columns to expand the section (if needed).
  4. In the Group by dropdown list, select the custom field you want to group the report items by.
    QBOAdv_group_by_custom_fields_in_reports.png
  5. Select Run report.

Filter items in a report by custom fields

  1. Find and open the report you want to run.
  2. Select Customize at the top of the report screen.
  3. In the Customize report panel, select Filter to expand the section. (You may need to scroll down the panel to see it.)
  4. Check the box for each field you want to use as a filter. Then enter or select the specific values for each field.
    QBOAdv_filter_with_custom_fields_in_reports.png
  5. Select Run report.

 

Reports you can use custom fields with


The tables below show all of the reports in QuickBooks and which ones support features of custom fields. We’re working to make additional reports support custom fields, so check back here regularly.

Report name Add custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
Profit and Loss Comparison No No No No
Profit and Loss by Month No No No No
Profit and Loss % Total Income Report No No No No
Quarter Profit and Loss No No No No
Profit and Loss YTD Comparison No No No No
Profit and Loss by Customer No No No No
Profit and Loss No No No No
Profit and Loss Detail No No No No
Profit and Loss by Location No No No No
Profit and Loss by Class No No No No
Balance Sheet Summary No No No No
Balance Sheet No No No No
Balance Sheet Comparison No No No No
Transaction Report No No No Yes
Realized Exchange Gains & Losses No No No Yes
Unealized Exchange Gains & Losses No No No No
Company Snapshot No No No No
Cash Flow No No No No
Budget Overview No No No No
Budget Actuals No No No No

Report name Add custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
A/R Aging Summary No No No No
A/R Aging Detail Yes No No Yes
Customer Balance Summary No No No No
Customer Balance Detail Yes Yes No Yes
Collections Yes Yes No No
Open Invoices Yes Yes No Yes
Invoice List Yes Yes Yes Yes
Invoices and Received Payments No No No No
Statement List No No No No
Term List No No No No
Unbilled time No No No No
Unbilled charges No No No No

Report name Add custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
Customer contact list Yes Yes Yes Yes
Sales by class summary No No No Yes
Deposit detail No No No No
Sales by customer detail Yes Yes Yes Yes
Estimates & progress invoicing summary by customer No No No Yes
Sales by customer summary No No No Yes
Estimates by customer Yes Yes Yes Yes
Sales by customer type detail Yes Yes Yes Yes
Income by customer summary No No No No
Sales by location detail Yes Yes Yes Yes
Inventory valuation detail Yes No No No
Sales by location summary No No No Yes
Inventory valuation summary No No No No
Sales by product/service detail Yes Yes Yes Yes
Payment method list Yes Yes Yes Yes
Sales by product/service summary Yes Yes Yes Yes
Physical inventory worksheet No No No No
Time activities by customer detail No No No No
Product/service list No No No No
Transaction list by customer Yes Yes Yes Yes
Sales by class detail Yes Yes Yes Yes

Report name Add custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
1099 Contractor balance details No No No No
1099 Contractor balance summary No No No No
Accounts payable aging detail No No No No
Accounts payable aging summary No No No No
Bill payment list No No No No
Bills and applied payments No No No No
Unpaid bills Yes Yes No Yes
Vendor balance details No No No No
Vendor balance summary No No No No

Report name Add custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
1099 Transaction detail No No No No
Check detail No No No No
Expenses by vendor summary No No No No
Open purchase order list by vendor* Yes Yes Yes Yes
Open purchase orders detail No No No No
Purchases by class detail No No No No
Purchases by location detail No No No No
Purchases by product/service detail No No No No
Purchases by vendor detail No No No No
Transaction list by vendor* Yes Yes Yes Yes
Vendor contact list Yes Yes Yes Yes

*Supports purchase order custom fields only.

Report name Add custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
Sales tax liability No No No No
Taxable sales detail Yes Yes Yes Yes
Taxable sales summary No No No Yes

Report name Add custom field
as column
Sort by
custom field
Group by
custom field
Filter by
custom field
Account list No No No No
Reconcile No No No No
Trial balance No No No No
Class list No No No No
Location list No No No No
Journal No No No No
Invalid journal transactions No No No No
Transaction detail by account No No No Yes
General ledger No No No No
Transaction list with splits No No No Yes
Transaction list by date Yes Yes No Yes
Recent transactions Yes Yes No Yes
Recurring template list No No No No

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