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J
jenchriste
November 6, 2024
Question

Consulting Type/Category associated with Customer Job to pull into Detailed Transaction Report

  • November 6, 2024
  • 2 replies
  • 0 views

We would like to set up Consulting Types/Categories for consulting projects (that are set up as customer jobs).  I am trying to find a field within Quickbooks Desktop where we could tag this data and then also have it included in reporting with using the Transaction Detail report.

I've looked into using a "Job Type" but it doesn't look like that is a column option in the Transaction Detail report.

Is it possible to create Custom Fields?  Do custom fields need to be defined by the Item List?  (For consulting, we have many different Items assigned.)

How about using Classes?

Any good advice?  TIA

    2 replies

    L
    LeizylM
    November 6, 2024

    I'll make sure you can effectively categorize your consulting projects by creating custom fields in QuickBooks Desktop (QBDT), Jen.

     

    You can create custom fields through the Item List or the Customer Job setup.

     

    Here's how:

     

    1. Go to the Lists menu and choose Item List.
    2. Double-click any item on the list to edit it.
    3. Click Custom Fields. Then select Define Fields. 
    4. In the label column, type a name for your custom field.
    5. In the Use column, check the box to enable the custom field.
    6. Select OK to save the custom field.

     

    Once you have defined your custom fields, you can include them in reports. When customizing a report, ensure that the custom fields are selected to be displayed. 

     

    Also, you can utilize the Classes feature in QBDT to categorize jobs. This allows you to assign classes to transactions and jobs, which can be included in reports.

     

    Yes, it is possible to set up Consulting Types/Categories associated with customer jobs in QuickBooks Desktop (QBDT) to pull into the Transaction Detail Report. I've added a screenshot for your reference.

     

    For additional information on customizing the data of your reports you can utilize this article: Customize reports in QuickBooks Desktop.

     

    I'm always prepared if you have more questions or concerns about customizing reports or categorizing projects in QBDT. Kindly leave a comment below, and I'll promptly lend a hand.

    J
    jenchristeAuthor
    November 7, 2024

    Thank you very much for your assistance!

    In looking into the instructions you provided with adding the custom fields to the Items, I don't think that will work the way we are envisioning.  We already have multiple Items for consulting (different rates) and one rate could be assigned to different categories.

    Unfortunately, I am unable to see any screenshot you provided for reference.

    I have uploaded a PDF to show an imitation of 2 different invoices for 2 different customer jobs.  They use the same Items but one job we would want to categorize as "Human" and the other as "Animal".

    Is there a best practice to do this at the customer job level?

    And that would pull into a column added into the Transaction Detail report?

    Thanks again!

     

    K
    KimberlyS
    November 7, 2024

    You can add a custom field directly to the customer or job's profile, Jen. I'm here to provide step-by-step instructions to ensure it will populate your reports.

     

    In QuickBooks Desktop, you can add custom fields to add categories to your customer or job. To populate these details on your report, you'll want to specify how and when to use it during the setup process. Here's how:

     

    1. Head to the Customers menu, then Customer Center.
    2. Double-click on the customer or job you want to modify. If you want to add a new one, select New Customer & Job.
    3. Proceed to the Additional Info tab and choose Define Fields.
    4. Enter a name in the Label column.
    5. Tick Cust under Use for: columns, then Trans and List under Required on: columns.
    6. In the What kind of data column, pick the User's multi-choice list... or the Edit multi-choice list to update an existing one.
    7. Enter one choice per line and hit OK.
    8. Once back in the Set up Custom Fields for Names window, select OK.
    9. Review and add other necessary data for your customer or job from the remaining tabs.
    10. Click OK to save your changes.

     

     

    Once you run your report, customize it to add a column for the new custom field you created. Here's how to do it in the Transaction Detail Report:

     

    1. Click the Reports menu.
    2. Select Custom Reports, then Transaction Detail.
    3. You'll be prompted to the Modify Report: Custom Transaction Detail Report window.
    4. Specify the appropriate Report Date Range and check the custom field under Columns.
    5. Decide how you want to sort your report in the Sort by drop-down.
    6. Hit OK.

     

     

    Moreover, memorize your reports in QuickBooks to save their current settings. This will keep you from going through the same customization process again.

     

    You can always communicate with us in this thread for other questions about adding custom fields and running reports in QuickBooks Desktop. We're here to share additional information and resources at any time.

    S
    ShangY
    November 15, 2024

    I’m really glad you reached out, and it's wonderful to hear that you found a solution with your team, Jen. Yes, there's definitely a way to make the custom field for the Consulting Category a mandatory field. I’d love to guide you through the Custom Fields tab so you can mark it as required for setting up a new customer job in QuickBooks Desktop (QBDT).

     

    Just a quick heads up: The information you enter in the Consulting Category will automatically populate for the next customer/job. So, you'll want to double-check that and make any necessary adjustments.

     

    Here’s how to do it:
     

    1. Go to the Customers menu and click on Customer Center.
    2. Double click the customer's profile, click the Additional Info tab, and hit Define Fields.



    3. On the Custom Fields window, ensure to check the Required on List column for Consulting Category.
    4. Once done, click the OK button. 


     

    If you have any questions along the way or need a bit more guidance on using Custom Fields in QBDT, just give me a shout in this thread. I’m here for you and always happy to help!

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