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D
DEW2022
September 23, 2022
Solved

Using Ship To data fields to identify job site address vs customer office/billing address

  • September 23, 2022
  • 3 replies
  • 0 views

We have customers that over the years we have done 50+ projects for at different specific job sites or locations.

Since the job site where the work is being done is different from the customers home office, our company had been using the Ship To fields to identify the job site locations.

When we had a custom report created to report on the active jobs, some of the jobs showed the job site location as typed into the job set up while others showed the letters na.

When we check the jobs showing a job site location na, we found that the job set as a sub job under the customer was keyed in and showing, yet it does not appear for some jobs.

We can not determine any pattern to why some Ship To Addresses show while others that appear to be relatively the same, are showing.

We are stumped on how to best have this important job location information consistently appear on our reports.

Does anyone have any ideas?

Dave

Best answer by BigRedConsulting

That's very specific and probably means only someone who really knows QQube and the Crystal can really determine what is happening.

 

However, I can guess that you're seeing the data at a lower level than you want, and that in some cases QB doesn't actually store the shipping address with the job, but instead with the parent customer. Or something like that. There's a similar case for sales transactions like Invoices, where it doesn't actually store the addresses on the transactions unless they're different than the name's addresses.

 

If, for one of the problem jobs, you change the address and make it a custom address, different from the Customer, then does it work as expected?

3 replies

L
LeizylM
September 23, 2022

Good day, Dave. 

 

Thanks for reaching out to us. Let's work together to get this problem fixed. 

 

There may be a problem with your company file that's causing this issue. I'd recommend running the Verify and Rebuild Data utility. The tool scan data issues within the company file and self-resolves them.

 

Before proceeding, make sure QuickBooks Desktop is up-to-date. This way, you always have its latest features and fixes. 

 

To Verify Data:

 

  1. Go to the File menu.
  2. Tap Utilities then Verify Data.
  3. Click OK on the prompt.

To Rebuild Data:

 

  1. Click the File menu.
  2. Go to Utilities and select Rebuild Data.
  3. Hit OK to back up your company file.
  4. Wait until the Rebuild is complete.
  5. Click View Results.

 

Feel free to check out this resource for more details about running reports for Jobs, Time, and Mileage: Available reports in QuickBooks Desktop.

 

Please keep us posted if you need further assistance and let me know how these steps turn out. We want to make sure everything is working as it should be. Have a great day!

D
DEW2022Author
September 24, 2022

Thank you for these recommendations.  I have come in over the weekend to undertake these steps to see if that resolves our issue.  I will report back once I've completed the steps and had a chance to retest things.  Thank you again.

BigRedConsulting
BigRedConsulting
September 23, 2022

RE: When we had a custom report created to report on the active jobs, some of the jobs showed the job site location as typed into the job set up while others showed the letters na.

 

What sort of custom report? Is is running within QuickBooks like other reports?  Is it a transaction-based report including accounting data, or a list-based report just listing the jobs, similar to a customer contact report?

 

What is the column title that is is showing "na" as a value (I've never seen that in QB before)?

 

Can you send a screenshot? Perhaps that will clarify things.

 

 

D
DEW2022Author
September 24, 2022

This is a custom Crystal report that was created for us by a consultant that uses QQube to extract the data from QuickBooks and then provide it for the report.  

BigRedConsulting
BigRedConsultingAnswer
September 25, 2022

That's very specific and probably means only someone who really knows QQube and the Crystal can really determine what is happening.

 

However, I can guess that you're seeing the data at a lower level than you want, and that in some cases QB doesn't actually store the shipping address with the job, but instead with the parent customer. Or something like that. There's a similar case for sales transactions like Invoices, where it doesn't actually store the addresses on the transactions unless they're different than the name's addresses.

 

If, for one of the problem jobs, you change the address and make it a custom address, different from the Customer, then does it work as expected?

D
dlpcpa1
January 24, 2023

Hello,

 

I need to run a report and export to excel based on ship to state, which is different from customer state.

 

I am on Enterprise 10.0.

 

Please advise.  I've tried all the know reports/methods without success.

 

Thanks

K
Kurt_M
January 24, 2023

Thanks for joining the thread, @dlpcpa1.

 

I understand how having this option would provide an advantage to your business and make things easier and much more accurate. I'd also like to say that I appreciate the time and effort you've exerted into this. As I've checked here on my resources, the option to export a report based on ship-to-state is unavailable.

 

I want to help you get through this and have the feature in QBDT. I recommend sending a feature request to our Product Development Team. This way, they'll see your feedback and consider adding it to the next program update. I'll gladly input the steps below so you can proceed. To begin, here's how:

 

  1. Access your QuickBooks Desktop company.
  2. Go to the Help menu.
  3. Select Send Feedback Online.
  4. Choose Product Suggestion, and then enter a brief description of your feature request.
  5. Once done, click Send Feedback.

 

In addition, here's an article in case you'd like to modify a report and add more details to it in QBDT: Customize reports in QuickBooks Desktop.

 

You can also check this page to learn more about how you can keep your current report settings and apply it the next time you run reports: Create, access and modify memorized reports.

 

It's been a pleasure to have you here, @dlpcpa1. Feel free to mention my name in the comment section if you need help performing specific tasks in QuickBooks. I've got all the time to assist you. Stay safe, and have a nice day!

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