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dgosse1
February 22, 2024
Question

Question about custom fields

  • February 22, 2024
  • 2 replies
  • 0 views

We use QB Enteprise Desktop and are thinking about moving to QB Online.  We use at least 3 custom fields or columns when we enter vendor or customer invoices.  For example we have fields for Dept, office, and attorney.  These fields appear when we run any reports and we can sort by those fields.  I see that you can create a custom field in QBO, but can you multiple fields?  It appears that you can filter by that custom field, but can you run a report with all of the fields so that I can generate Excel reports and pivots from there?

2 replies

F
FateCandylaneT
February 22, 2024

I appreciate the effort in sharing your query here with us, dgosse1. I've got insight to help you manage custom fields on sales form entries and move from desktop to online version.

 

Yes, you're right. If you're moving to QuickBooks Online Plus or Essential subscriptions, you can create up to three (3) custom fields for your customer sales forms and purchase orders. If subscribing to QBO Advanced, you can add up to 12 enhanced multiple fields when tracking custom data in your transactions.

 

Beforehand, you'll want to secure a backup copy of your company file to help you restore your data to the online program. Then, you can start moving your file from desktop to QBO and learn how features move from both programs. You can refer to this link and subscribe to any of our QBO subscriptions.

 

Once everything looks good, you can set up custom fields in the online program and run specific reports including all fields, then create a pivot table and export them to an Excel file. To help you with the process, refer to these steps:

 

  1. Sign in to your QBO account as the primary admin.
  2. Go to Settings and click Custom Fields.
  3. Press on Add field and enter a specific name of the field.
  4. Select the All Sales forms or Purchase Order checkbox. Or, others.
  5. To show the custom field on printed and delivered forms, turn on Print on the form. Otherwise, it’ll only appear in QuickBooks Online.
  6. Review all details, then select Save.

 

In addition to this, you may run specific data like Sales by Customer Detail and Transaction List by Vendor reports to help you get information on all custom fields used in every transaction.

 

Furthermore, I'm including these references to help you perform tasks when subscribing to QBO and add detailed info to your reports: 

 

 

I'll always be available in this thread if there's anything else you require assistance with when managing the data of your company file. Just keep me posted, so I can get you covered. Stay safe and have a great day ahead!

4
4Gal
February 23, 2024

@dgosse1 

You will find some custom fields can't be migrated to QBO. Then you may have 2 options:

1. Purchase a 3rd party service to convert data with up to 3 custom fields to QBO.

2. Convert your data as is to QBO and use the trial version of QB Desktop to access your historical data for good.

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