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Sanshin
May 30, 2024
Question

We are looking for help in setting up a customer / transaction report with a sub-grouping of customers (i.e not all of our customers) Can you help?

  • May 30, 2024
  • 2 replies
  • 0 views
This is in order to generate a report of transactions which are eligible for Gift Aid in order to send a spreadsheet to HMRC.

2 replies

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emmam6
May 30, 2024

Hello Sanshin, welcome to the Community. You could run a transaction list by customer report or sales by customer detail report and use the filter to filter by specific name or type to pick a certain one. If you want to pick numerous ones, can we ask the subgrouping of customers, is it just specific ones you are picking, or do they have a class classification or some other identifier?

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SanshinAuthor
May 31, 2024

Thank you for your prompt reply.

 

We need to be able to designate customers by type.  I couldn't find a way of doing this on Quickbooks.  We have imported all our customer information from Quickbooks desktop, but not the 'Additional Info' fields, which is what we used to generate a transaction report on QB Desktop, with an entry into that line. 

 

Is it possible to import 'Additional Info' from QB Desktop as a separate csv file?

 

It would also be good to know whether Intuit is willing and able to incorporate a feature into Quickbooks which allows charities to create a Gift Aid report to send directly to HMRC.  You have a feature for doing this for tax; surely it would be possible to do this for Gift Aid, which is used by many thousands of charities.

 

 

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GeorgiaC
May 31, 2024

Hello Sanshin, thanks for getting back to us here

 

It isn't possible to import the Additional info fields directly into QuickBooks Online. Depending on the data you need, you may be able to export the file from QBDT and copy/paste the relevant data into the Product and Services sample file for QBO.

 

You can import the file into QBO by selecting the Cog in QuickBooks > Import data.

 

We agree that a Gift Aid report would be a great idea and recommend submitting this as a suggestion on our QuickBooks Idea Exchange board. We'll be reviewing all ideas submitted here, and if it gets to over 50 votes, we will review it with our Product team.

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GeorgiaC
June 12, 2024

Hi Sanshin, thanks for getting back to us here

 

There are slight variations in the US and UK products which is why you have different options here in comparison to the screenshots provided. 

 

Please select the option for All sales forms when creating the custom field. These are then assigned at a transaction level (for example, when entering an invoice for a customer, select the GA Dec customer field). 

 

Once you've entered transactions with the custom field added, you can then run reports like the one above. On the Transaction list by customer report, you can either add a column to the report (click Columns and then scroll down and tick the custom field from the list) or filter the report to only show customers with GA (click Filter > Filter by > Select the custom field on the list > Options > Is not empty). 

 

To save time in the future, click Save in the top-right of the report so that you can re-run from the Custom reports tab. Hope this helps. 🙂 

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SanshinAuthor
June 13, 2024

Hello GeorgiaC

 

I was hopeful that this was going to work, but I cannot see how.  I should add that we are a religious charity / Buddhist monastery and entirely dependent on voluntary donations for our continued existence.  We don't sell anything, we have no employees; we have never issued an invoice and we don't have a sales ledger, and the ability to claim Gift Aid is crucial to us.  This was straightforward on QBDT, but seems to be not straightforward at all in QBO.  Is there any chance that the addition of custom fields into Customer lists could be incorporated into UK Quickbooks versions?  This would allow us to make proper detailed Gift Aid Reports as required by HMRC, without needing to issue invoices, which would set up a whole invoicing process.  We may have to consider using a different software package, and there may well be dozens, perhaps hundreds of charities who are in the same position.  Can you help with this?

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ShangY
June 13, 2024

Hello, @Sanshin. I'll provide some information and steps on adding custom fields in QuickBooks Online (QBO).

 

We have a way to add custom fields to customer so you can keep track with your Gift Aid reports. Please know that for QBO Plus and Essentials subscription, you can add maximum of three custom fields, while with QBO Advanced, you can add up to twelve. You can consider upgrading to Advanced to add more custom fields.

 

Here are the steps on how to add a custom field:

 

  1. From the Gear icon, select Custom fields.
  2. If you haven't created one before, click on Add Custom field. Otherwise, you'll see the Add field instead.
  3. Enter (GA Dec) to name your custom field.
  4. Select the type of data (Example: Text and number, Number only, Date, or Drop-down list.)
  5. Choose the category that belongs to Customer, Transaction, or Vendor.
  6. Put a checkmark on the box to add this to other forms.
  7. Click Save.

 

To keep on track on your reports seamlessly, check out this article: Run reports in QuickBooks Online.

 

Please let us know if you have further questions about adding custom fields or any other concerns within the program. Our team is always ready to help you. Have a good one.

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