2.7 Create a Custom Field | Scribe

    2.7 Create a Custom Field

    • 14 steps
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    Start in the Sample company.
    1
    To complete this exercise, you must be in the Sample company. From your QBOA account, click on the Gear icon on the top right corner of the screen, then select Sample company.
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    Note that you will be logged out of your current account. If you are sure, click "Continue" to confirm.
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    Now let's get started with the exercise.
    2
    Click the "Gear icon" on the top right corner of the screen, then click "Custom fields".
    3
    Click the "Add custom field" button.
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    With QBO Plus, your only options for custom fields are to use them with Sales Forms and Purchase Orders. You can use them internally or choose to print them on the forms so that the customer can see them. While this would normally be the place to create your new field, for some reason, it does not work in the Sample company, so you'll have to add it another way.
    4
    Click "X" to close the screen.
    5
    Click the "+New" button, then select "Invoice".
    6
    Click the "Gear icon" on the top right corner of the screen.
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    This is similar to the Account and Settings found through the gear icon from the Dashboard, but much more condensed. When you are inside a transaction, the gear icon only displays the options that are available for that transaction type. In the case of an invoice, you have the option to choose which fields display on the invoice. You also have the option to add a custom field. In the Sample company, we will need to use this option for our field.
    7
    Click "+Add custom field".
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    You will notice that it looks like the same screen as we saw when trying to create custom fields in a previous step. However, only this one works for our purposes in the Sample company.
    8
    Complete the form: in the Name field, enter "Sales Rep"; click the "checkbox" next to All Sales forms; click the "toggle" next to Print on form to turn on; then, click "Save".
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    We now have a Sales Rep field on the invoice. Note that in the QBO Plus version of custom fields, the only option you have is a **text field**. This means that each time you create an Invoice, you will have to manually type the name of the Sales Rep. If Craig wants to include that person's phone number as well, that's a lot of typing. Plus, it needs to be exactly the same every time in order for it to show up correctly on reports. QBO Advanced offers much more flexibility--including the ability to create a drop-down list that you could just select from each time. In QBO Advanced, you can also attach a custom field to a customer record. So if Felicia is the Sales Rep for ABC Company, you could include that on all ABC Company's invoices. Learning the features of QBO Advanced is outside the scope of this exercise. For now, let's just add the Sales Rep and see how it appears on the invoice.
    9
    In the Customer field, select "Amy's Bird Sanctuary".
    10
    When the pop-up drawer appears, click "Add".
    11
    In the Sales Rep field, type "Felicia - 555-1212".
    12
    To see how this looks on the invoice, click "Print or Preview" twice, once from the black bar and the other from the pop-up list.
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    Notice that QBO has added our Sales Rep to the invoice.