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NatalieC
February 20, 2019
Solved

Custom Field Reporting on Customer Job Set Up

  • February 20, 2019
  • 2 replies
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Last few years, I have needed to allocate the income on our P&L to the actual state in which the work was performed.  I found there wasn't really a way to do this in QB since the customer/client wasn't always located in the same state as the job.  For example, we have a client that is located in North Carolina, but construction job is physically located in South Carolina.  

 

I created a "custom field" that says "State Work Performed" under the "Additional Info" tab on the Job set up, and have been a little better about filling out that custom field when I set up the project.  However, I noticed when I ran the Transaction Detail for that account, I missed a few.  

 

My problem is, when I go into the job set up for a project that was created, and complete the custom field, it doesn't pull the updated information into the report.  I did a test by creating a new invoice under a job that I updated, and the new invoice does show the custom field updated, but the invoice I did for the same job the day before doesn't have the "state work performed" info completed.  My QB only updates the info on the "invoices" level (invoices created after the field is updated), instead of using the updated field on the "project level".  

 

Am I just running the wrong report??  I have attached a sample of what I am running into. 

Best answer by qbteachmt

Custom Fields are Hardly reportable.

 

You can use Customer Type or Job Type. Both are fine. Now you can run Sales reporting and financial reporting and profit reporting. If you see "Columns by" at the top of the report, see if it offers By Type. Or, you Filter ON a type.

 

For my attached example, I filtered on Customer Type = Residential. I also could have filtered on Job Type = Only Idaho, for example, to get Both References. And you can use Subtype, such as State and then County and then City, even = to 5 levels.

2 replies

qbteachmt
qbteachmtAnswer
February 20, 2019

Custom Fields are Hardly reportable.

 

You can use Customer Type or Job Type. Both are fine. Now you can run Sales reporting and financial reporting and profit reporting. If you see "Columns by" at the top of the report, see if it offers By Type. Or, you Filter ON a type.

 

For my attached example, I filtered on Customer Type = Residential. I also could have filtered on Job Type = Only Idaho, for example, to get Both References. And you can use Subtype, such as State and then County and then City, even = to 5 levels.

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    NatalieCAuthor
    February 21, 2019
    @qbteachmt wrote:

    Custom Fields are Hardly reportable.

     

    You can use Customer Type or Job Type. Both are fine. Now you can run Sales reporting and financial reporting and profit reporting. If you see "Columns by" at the top of the report, see if it offers By Type. Or, you Filter ON a type.

     

    For my attached example, I filtered on Customer Type = Residential. I also could have filtered on Job Type = Only Idaho, for example, to get Both References. And you can use Subtype, such as State and then County and then City, even = to 5 levels.


    I've been playing with your solution, and I see that it does make the "changes" to the job, retroactively, like I need it to for my reporting.  Thank you for that bit of knowledge.  Your solution brings me to a new problem....

     

    Is there an easy way to update all the projects I have set up over the past 3-5 years without having to select and edit each one individually?  

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    NatalieCAuthor
    February 21, 2019

    @qbteachmt - I think I just answered my own 2nd question....Customers/add & Edit multiple jobs. Then add Job Type column to list, sort, add, etc.....

     

    Thanks :-)

    AlcaeusF
    AlcaeusF
    February 21, 2019

    Hi there, NatalieC.

     

    Thank you for posting detailed information about your concern. Allow me to help provide additional information regarding the report in QuickBooks Desktop.

     

    When making changes to the Job information through the Customer Center window, it'll only affect transactions that you'll be creating moving forward.

     

    If you want the State to reflect on the invoices showing on the report, you may need to edit or delete and recreate the existing transactions.

     

    After doing these steps, It'll start to show on the Transaction Detail by Account report. Let me know if you need further help, and I'll be sure to get back to you.

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      NatalieCAuthor
      February 21, 2019

      Thank you @AlcaeusF !  I really needed it to go retroactive, but I will survive.  

      qbteachmt
      qbteachmt
      February 21, 2019

      It's not really retroactive, but "Assigned." Once you assign it to the name, that makes it part of the reporting. The Custom fields are not able to be used everywhere, but need to be In Use, to be able to be part of the reporting. They are mostly for use on the List reports.

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