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A
avanstockum
July 19, 2024
Question

How to create a custom field on a customer record?

  • July 19, 2024
  • 1 reply
  • 0 views
In the new Quickbooks, the fax number field only allows a telephone number. Other fields are no equally restrictive.  Some customers have several email addresses but there are not enough fields. I need to create custom fields for additional information in my customer records.

1 reply

MorganB
MorganB
July 19, 2024

Good morning, avanstockum.

 

Thanks for turning to the Community for support. I'm happy to provide some info regarding custom fields in QuickBooks Online.

 

The QuickBooks Online Advanced program offers the ability to add custom fields to nearly any form you need. These include: sales reps, customer types, vendor IDs, PO numbers, etc.

 

Here's how to get started:

 

1. Go to the Gear icon, then select Custom fields.
2. Select Add custom field. If you’ve already created a field, you’ll see Add field instead.
3. Enter the name of the custom field in the Name field.
4. Select the type of data in the Data type ▼ dropdown that will go in your custom field: Text and number, Number only, Date, or Dropdown list. If you select the Dropdown list, enter the items in the list.
5. Select the category the custom field belongs to: Customer, Transaction, Vendor, or Project. Customer fields are for customer profiles, and vendor fields are for vendor profiles. You can assign transaction fields to sales forms (like invoices, estimates, and sales receipts) and purchase forms (like purchase orders, bills, expenses, and checks).

6. Select the forms where you want the custom field to appear. Note: To use custom fields in purchase orders, you need to turn on purchase orders for your company first.
7. If you want customers or vendors to see the field on a form (such as invoices, estimates, or purchase orders), select Print on form. A maximum of 3 custom fields may have Print on form turned on for any single form type (such as Sales Receipt or Invoice).
8. When you’re finished, select Save.

 

The following article provides additional details about creating and editing custom fields in QuickBooks Online Advanced.

 

With this info you'll be able to add fields to keep track of your customers data. Please feel free to drop a comment below if you have any other questions.

A
avanstockumAuthor
July 21, 2024

The features in your instructions are not available in Quickbooks Online. Sorry.

C
CarlSJ
July 21, 2024

Thanks for returning to this thread, avans. Let me clarify why you don't have the feature to create a custom field on a customer record.

 

The ability to create and use enhanced custom fields for customers is exclusive to QuickBooks Online (QBO) Advanced. Therefore, this feature is unavailable with QBO Simple Start, Essentials, or Plus versions.

 

As a workaround, we can add multiple email addresses for your customer in the Email field on the Customer profile using a comma.

 

Here's how:

 

  1. Sign in to your QBO account.
  2. Click the Sales tab and select Customers.
  3. Choose your specific customer and click Edit.
  4. Enter your customer's email address in the Email section, then put a comma for another email. For example, (yyyy@email.com, xxxx@email.com).
  5. Once done, click Save.

 

I've also attached a screenshot for your reference:

 

 

Also, please note that when sending a sales transaction for this specific customer, this will sent to the multiple emails entered based on the setup.

 

On the other hand, you may consider upgrading your subscription to QBO Advanced for more enhanced features and functionalities.

 

Furthermore, you can check out this article to learn how to send statements to your customers, showing them summaries of their invoices, payments, credits, and balances: Create customer statements in QBO.

 

Let me know if you need any other help with creating a custom field on a customer record. Have a productive day.

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