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Custom fields for invoices and sales receipts

Forum|Forum|5 years ago
April 28, 2021
3 replies
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I set up a custom field for marketing purposes using drop down selection. I made it required on all invoices & sales receipts. So when an invoice is entered it can not be saved until they fill in this field. For example , they have to choose, web ad, trade show, referral, etc. The problem is that if we do a second invoice for the same customer what ever was selected selected the first time for this customer is populated on the new invoice. Is there a way not to save this info by customer?

QuickBooks Desktop

Best answer by BigRedConsulting

The only way to make the custom field not populate is if it is not set/blank on the customer record. In turn, there's a preference to not update the customer records, and also - even when that is not enabled - I see a prompt asking me if I'd like to when I save a sale. If I say no, then the field is not set on the customer record.

To set the preference, go to Edit | Preferences | General | Company. Then enable the setting "Never update name information when saving transactions."

katherinejoyceO

Hi there, @droybal.

Thanks for checking us here in the Community. Normally, when you use a template on an invoice and create another invoice, the regular template will display again.

This setting will remain until there are changes made with the Invoice Template drop-down.

We can re-sort the template list to fix this. Here’s how:

1. Go to the List menu bar and click Templates.

2. Choose View and select Re-sort List.

3. Click OK.

Then, save your customized template preference again. Here's how:

1. Go to the Customers menu bar and select Create Invoices.

2. Create a new test invoice with a standard template.

3. Select the Template drop-down menu, then select one of the Intuit templates listed.

5. Enter Customer and Item details on the Invoice, then click Save & Close.

The template option is now the default selection. you can go to Customers and select Create Invoices.

You can also check out this article for additional information: Fix common issues when you use and customize templates.

For future reference, you'll want to learn about creating and use custom fields to personalize your sales forms in QuickBooks Desktop.

Let me know if there is anything else I can do to help. Enjoy your day!

D

droybalAuthor

Thank you for your prompt response. The template that is pulling up is correct. The custom field is what auto populates with the last information for that particular customer. I do not want it to do that. I want to have to choose from the drop down custom field each time. I attempted to resort the template list as recommended, but i didn't see a Re-sort list option. I am using Enterprise Solutions 21 .

C

Catherine_B

We can turn off the auto-recall information preferences, droybal.

It's possible that your company preference is set to automatically recall information that's why it generates the template you previously used. We can turn that off so you'll have the option to select a template moving forward. Let me show you:

Go to the Edit menu and click Preferences.
From the General menu, click My Preferences.
Under the Automatically Recall Information section, uncheck the Automatically remember account or transaction information box.
Click OK to save changes.

Try creating an invoice or sales receipt and check if previously entered transaction information doesn't auto-populate.

Feel free to use this link if you need more help in customizing your form templates.

Keep me posted if there's anything else that you need help with. I'll be here for you. Take care!

BigRedConsultingAnswer

The only way to make the custom field not populate is if it is not set/blank on the customer record. In turn, there's a preference to not update the customer records, and also - even when that is not enabled - I see a prompt asking me if I'd like to when I save a sale. If I say no, then the field is not set on the customer record.

To set the preference, go to Edit | Preferences | General | Company. Then enable the setting "Never update name information when saving transactions."

FIClean

What version of qb are you using and how did you do this? I CANNOT figure it out--but also thinking maybe I just don't have the capabilities in the version I'm using. I would love to have a drop down list for Sales Collections for our online sales but i cannot seem to create a list that I can utilize in the Header line of a Sales Receipt.

M

mv32

Thanks for reaching out and joining this thread, @FIClean.

I'd love to help you with this. However, the ability to create a drop-down list for Sales Collections that you can utilize for your online sales in the header line of a sales receipt can't be done at this time.

In this case, I'd suggest submitting feedback to our Product Development. That said, they'll know that this is important to your sales forms and will greatly impact your business in terms of sales collections tracking.

Here's how:

Go to the Help menu.
Select Send Feedback Online and then choose Product Suggestion.
Enter your product suggestion and your details.
Hit Send Feedback Online.

As your future reference and more information, take a look at this article: Use and customize form templates. This covers how to import or export form templates and duplicate forms.

Come again if you need assistance with customizing your sales receipts and other forms by commenting below. Anytime I can help. Have a great day.

FIClean

I basically made a workaround by co-opting the "ship via" list. Our business does not require it, so I use that as a list of our repeating/seasonal online sales. I then added it to the templates I need it for (sales receipts for the online purchases and a custom Invoice I created for offline purchases of the online sales) and changed the title of the field in the formatting.

This has worked perfectly for the time being.

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