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Use custom fields in reports in QuickBooks Online Advanced

by Intuit•5• Updated 2 months ago

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

In QuickBooks Online Advanced, you can create custom fields and use them in various ways to track what matters most to you. In this article, we’ll show you how to use custom fields in reports so you can get a clear picture of how your business is doing.

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, go to Reports (Take me there). Then browse or search for a report you’re interested in.

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

Add custom fields as columns to a report

Find and open the report you want to run.
Select the gear icon at the top right of the report.
Under Change columns, select the checkbox for each custom field you want to add.
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, then select Reorder columns.

Sort items in a report by a custom field

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

Group items in a report by a custom field

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

Filter items in a report by custom fields

Find and open the report you want to run.
Select Customize at the top of the report screen.
In the Customize report panel, select Filter to expand the section. (You may need to scroll down the panel to see it.)
Select the checkbox for each field you want to use as a filter. Then enter or select the specific values for each field.
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 supporting custom fields, so check back here regularly.

Business overview

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

Who owes you

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
Terms List	No	No	No	No
Unbilled time	No	No	No	No
Unbilled charges	No	No	No	No

Sales and customer reports

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

What you owe

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

Expenses and vendors

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.

Sales tax

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

For your accountant

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
Reconciliation reports	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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