What we want to accomplishįor our simple example we’ll create an invoice form for a computer repair shop. Note that these steps are essentially the same for invoices, sales orders, estimates and sales receipts (and very similar to what you can do with purchase orders). I’ve worked extensively with custom fields while developing my CCRQInvoice invoice utility for QuickBooks, and I’ll run through a simple example here with an invoice. Part of the problem is that QuickBooks handles them in a quirky way that isn’t always obvious. While watching postings in the QuickBooksGroup user forums I see that many people don’t understand how custom fields work in QuickBooks. Today we’ll talk a bit about custom fields and how to use them in estimates, sales orders and invoices. QuickBooks provides us with custom fields, a way that you can define your own places to store information. While QuickBooks provides the places to store the basic information that every business needs, you will usually find that you need to store additional data such as a customer’s vehicle registration number, or the weight of an inventory item. Delete each CHK/CHK entry.Every business has some sort of unique information that is important to its operation. You should see two entries (CHK/CHK and BILLPMT) with the same check information. From the Account dropdown, select the bank account you used for the check.When prompted that the check number has already been used, choose Yes to continue. Select Assign check number to attach the correct check number to the payment.
From the Method dropdown, select Check.For the Payment date, choose the original payment date you used for the check(s).If you have written one check for multiple bills, you need to choose all the corresponding bills. Select the bills you paid using the Write Check feature.Select the appropriate Accounts Payable account.Go to the Vendors menu, then select Pay Bills.Take note of details like the vendor name, payment date, check number, and the amount paid. Look for the checks you created in error.From the Select Account dropdown, choose the bank account you used when you write the check.Go to the Banking menu and select Use Register.Before you start, back up your company file.Use this option if you want to see all of your payment info, including past data, in Accounts Payable.
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