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Custom Software Solutions for QB & FB

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  • Custom Software Solutions for QB & FB


    Greetings from DhanyaSoft.
    I become self-employed from 2014.
    Until now I have completed so many custom integrations with both Intuit QuickBooks and Fishbowl Inventory.

    Please take a look at list of my integrations here.

    Write to me if you need any custom solutions.
    Happy coding

    Udaya Kumar (aka Mark)
    Last edited by mark.qbconsulta; 04-08-2019, 12:25 PM.
    Quickbooks Add-on development company.

  • #2
    Four steps to using custom fields in QuickBooks Online Advanced
    Step 1: Select What to Track
    When adding a new custom field to track additional data, you must first choose between customer and transactional information.

    Customer information: By selecting the customer custom field, any custom field you create will immediately become available on your customer dashboard as new columns for sorting data. The value set into these fields will automatically be included on any documents where they are used. This functionality is perfect for any company that wants to assign a specific sales rep or account manager at the client level.

    Use on sales forms: The customer information fields can be used on all sales forms, including sales receipts, estimates, invoices, credit memos, and refund receipts.

    Show to customer: Currently, only three fields can be displayed to the customer; any more than three will only be visible through QuickBooks Online and on specific reports that have been customized to display the information.

    Transaction information: The transaction-based field allows users to add specialized fields to purchase orders, as well as estimates and invoices.

    Unlike the customer-based fields that auto populated every time based on the customer selected, the transaction information field must be set at the transaction level.

    Project based companies, such as interior designers, will find this feature helpful when they convert an estimate into a purchase order for a special order, or an invoice for the billable expense. By adding a custom text field, the company can list a “contact person” and have the information appear on all the linked documents.

    Show to vendors: Like the customer fields, the transaction-based custom fields can be displayed on sales forms and can be made visible to the customer. In addition, the transaction fields can also be used on purchase orders that can also be made visible to the vendor. It’s important to note that only three fields can be made visible on a purchase order, and the information does not transfer when converted to a bill.

    While QuickBooks Online Advanced does allow users to add up to 10 custom fields, only three of those fields can be visible on a sales form or a purchase order. The additional seven fields can still be used for reporting, but they will be for internal purposes only.

    Step 2: Understanding the four custom field options
    Before we can dive deeper into some of the specific use cases we have established for our clients, let’s review each of the different field types and suggest a use case for each one. While using the customer info type of custom field, you will have the option to include the fields on all sales forms.

    #1 – Custom number field: When the number-based custom field is selected, QuickBooks Online will only allow numbers “0-9” and a “.” to be entered. In addition, only one “.” is permitted within the field which can hold up to 15 digits.

    When the number field is used in custom reporting, reports can be filtered by selecting values that are:

    Equal to
    Greater Than
    Equal to or greater than
    Equal to or less than
    Less than
    While working with a mortgage company that needed to track the value of each home being funded for monthly reporting to the state, the number field made it possible for us to control the format of the data that was being entered. In this specific use case, we used a custom drop-down field to select the loan type, as well as the number field to post the appraisal value of the home. These two fields helped our client save about six hours every month by eliminating the need to track all the transactions in Microsoft Excel at the same time.

    Additional use cases:
    The number field can be used to track matter numbers for law firms.
    Insurance companies can use it to track the claim number.
    If your rate changes per customer type, you can use the field to document the rate.
    #2 – Custom date field: The new date field allows the user to select a date from a pop-up calendar anywhere the field is listed. In the example provided above, we added a custom date field to our customer information to track our service contract renewal date. When we pull reports that use this feature, you will see the ability to filter by the date as well.

    Additional use cases:

    Lease renewal date for property management companies.
    Tracking prepaid membership dates
    Special dates that relate to your client, such as birthdate or business anniversary date.
    Documenting the initial date of service.
    Future opportunity: I expect it is just a matter of time before these fields become available through the software development kit (SDK). When they do become available, we might be able to use these date fields to trigger the sending of a new service contract. I am excited to see what abilities we might see soon.

    At the time this guide was developed, the new custom field types (date, number, drop-down), as well as the additional fields (fields 4-10) were not accessible through the SDK. This means the information entered in these new fields is not accessible through bridge applications such as Zapier and

    #3 – Custom drop-down list: The drop-down field is by far the most powerful field type among the four options. When selected, the user will be presented with a defined list of options from which to select. By implementing the drop-down field, we were able to reduce the amount of time spent by the outside sales associates calculating their total sales and the commissions earned. Check out the Sales by Rep report at the end of the document.

    There are some limitations while using drop-down fields. When created your unique lists, there is a limit of 25 list items to a list. However, if you reach your maximum number, you can deactivate old list items and replace them with new items.

    Additional use cases:
    Mortgage company: Track the loan type along with the loan amount (number field) for quarterly reporting to the state.
    Tracking referral channels to determine where most of your new business is coming from.
    Generate a Collection Report by sales rep.
    #4 – Text field: Since the introduction of the custom fields into QuickBooks Online, the text field has been the standard field available for everyone to use. This field type allows the user to type anything; unfortunately, that freedom also causes reporting errors caused by accidental typos.

    Without the ability to bulk update custom fields on transactions, QuickBooks requires the user to make changes one transaction at a time. Any errors in data that require the custom field data to be cleaned up before generating reports will find this task very time-consuming.