Quickbooks 1 Field Record Could Not Be Read Template
Custom Fields in QuickBooks
Every business has some sort of unique information that is important to its operation. While QuickBooks provides the places to shop the basic information that every business needs, you volition ordinarily notice that you need to shop boosted data such as a customer's vehicle registration number, or the weight of an inventory particular. QuickBooks provides us with custom fields, a style that yous can define your own places to store data. Today we'll talk a bit about custom fields and how to use them in estimates, sales orders and invoices.
While watching postings in the QuickBooksGroup user forums I see that many people don't understand how custom fields work in QuickBooks. Office of the trouble is that QuickBooks handles them in a quirky way that isn't always obvious. I've worked extensively with custom fields while developing my CCRQInvoice invoice utility for QuickBooks, and I'll run through a simple example here with an invoice. Note that these steps are substantially the aforementioned for invoices, sales orders, estimates and sales receipts (and very similar to what yous can do with purchase orders).
What nosotros want to attain
For our simple example we'll create an invoice class for a computer repair shop. On each invoice I desire to accept a field in the invoice header that identifies the particular computer organization that was worked on, and for each detail line in the invoice I want to specify (if appropriate) the serial number of the component that was repaired. The following is a screen shot of what I desire my invoice to await like.
How can I add this field and cavalcade? If we get to the layout designer we come across that we can add together a text box or a information field:
Those won't help, though. A text box is merely a box of text that I enter when designing the form – it doesn't let me modify information technology when I am entering an invoice. A data field comes closer, simply I can only add together a limited number of fields that QuickBooks provides to me. I notwithstanding tin can't change the values of these fields when I am inbound an invoice. So what can we practise? This is where custom fields come into play.
Creating Fields for the Header
Let's start with adding a field for the computer organization that the invoice applies to. I'm making one invoice per computer system, and I want the ID for that system to bear witness in the top (header) of the invoice. Some customers have just one estimator system, others may have several.
To start, we have to add a custom field to the customer listing. Edit any customer in the customer list and select the additional info tab. Click the define fields push.
This opens a window that lets you define custom fields in the customer listing (every bit well as vendor and employee lists). Enter a name for the field you want to ascertain (I've used "Computer Organisation" here) and check the box.
This screen can be a scrap misleading. It looks like you can add 15 custom fields here. However, QuickBooks volition limit you to 7 custom fields for any of the record types shown here.
Click on OK and you will see that the custom field is added to the customer record.
If y'all have information that you want to always evidence upward in an invoice you create for this client, enter that value in the field here. You tin, notwithstanding, leave it bare.
Now permit's add this to the invoice template. Edit the template and click on the additional selections (not the layout designer) and scroll to the lesser of the list of fields in the header tab. Yous will come across that your custom fields accept been added to the lesser of the list. Place a check mark in the screen and print columns to add together the field in both places. You may need to use the layout designer to place the field in the desired location.
If nosotros salvage this and look at an invoice that uses this template, yous see that there is a field for "computer system".
If you create a new invoice using this template y'all can enter the value of the "computer organization" in this field, and it will print on the invoice. If the customer has one computer system we tin put the ID in that field in the customer list, and when we select that customer for the invoice the value will testify up in this field by default.
Please note the following:
- Y'all can only enter 30 characters of information in a custom field.
- You cannot change the size of the field on the screen, merely you can control the size of the field on the printed form in the layout designer.
- Information technology is not possible to create a drop-down listing in a custom field, or to have it formatted and so that information technology merely accepts dates or numbers.
Creating Columns
Fields created in the client list can simply be used in the header or footer of an invoice. If you desire to create a new column in the invoice yous must add a custom field to the detail list.
Edit any item in the particular list and click on the custom fields push.
In the custom fields screen click the ascertain fields button.
This is similar to what you've seen earlier. Y'all tin create a label for the custom field, and place a check mark in the box. Note that you tin can only create five custom fields in the particular listing.
As with the client record yous can enter a value in the custom field for any particular on the item list, and information technology will show every bit the default value in the invoice. You can besides leave it blank. Note that you only accept to define this field in one item, it volition then be bachelor in all items.
Edit the invoice template and select the boosted selections push. You lot volition meet that the custom field added to the detail list shows on the columns tab. Check both the screen and impress boxes.
When we look at our invoice on the screen, yous see that the serial column has been added.
You can enter the values for the serial numbers in this column. Please note the following:
- Y'all can only enter xxx characters of information in a custom field.
- You lot tin change the width the field on the screen.
- It is non possible to create a drib-downward list in a custom field, or to take information technology formatted and then that it merely accepts dates or numbers.
- It is not possible to create a column that is used in a calculation, such every bit the difference of 2 values, or that has an effect on the quantity, rate or amount columns (this is a characteristic you can go in my CCRQInvoice production).
- Select the detail first, before entering a value in a custom field. When you lot select an item information technology volition replace the custom fields with the values from that item record (which could be blank).
Looking at the finished invoice
Here is our invoice, with the custom fields:
A few last points to brand:
- Edit your template before you lot create the invoice. If yous create an invoice, then edit the template to add the fields, your existing invoices might non contain the data from the lists. These fields are "populated" when the invoice is created.
- Values from custom fields testify on some reports, but not always where you lot expect or with the values you lot want. Some reports will show the values from the listing records (the particular and client list). Some reports will show the values from the transaction records (the invoice). Sometimes you volition see the fields listed in a written report and they never bear witness any value. It is hard to predict.
- You can erase or remove custom fields from the lists, but only if you lot first remove them from any form template that uses the field.
This has been a quick review of custom fields – let me know if this helps y'all, or if at that place are any points that y'all would similar to see clarified.
Note: Come across the article on QuickBooks Enterprise 10 Custom Fields for an update to how custom fields are managed in that release – the characteristic has been expanded significantly
Category: Featured, Full general Tips, Invoicing
Source: https://qbblog.ccrsoftware.info/2008/07/custom-fields-in-quickbooks/
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