QuickBooks for Mac 2014 User’s Guide 42
To add custom fields to items
1 On the Items list, edit an item.
2 Click Custom fields. If you already have custom fields, you'll see them here.
3 Click Define Fields.
4 For each new custom field:
o Enter the name of the field.
o Select the Use checkbox.
Note: Custom fields are available for all item types except subtotals, sales tax items, and sales tax
groups.
5 Click OK.
6 (Optional) Fill in the fields for this item. If you fill in information for a field, the information you enter
transfers automatically to any custom form where the field appears. For example, if the field is
named “Color” and you've entered “navy blue” as the color of a particular item, the Color field on
your sales forms prefills to “navy blue” each time you enter a sale of the item. Leave a field blank if
you'd prefer to fill it in at the time you make a sale, write a purchase order, or prepare an estimate.
To remove or rename a custom field throughout QuickBooks
Keep in mind that changes to custom fields affects all transactions and reports where the custom field appears. For
example, if you change a name from “Sales Region” to “State,” a previous transaction where you entered “Far
West” as the sales region now shows “Far West” as the state. This kind of mismatch also affects reports that show
transactions you entered before you changed the field name.
1 Edit a customer, vendor, employee, or item you want rename.
2 For customers, vendors, and employees, go to the Additional Info pane. For items, click Custom Fields.
3 Click Define Fields.
4 In the Define Fields window, change the name of the field. Or, to the custom field, just clear the field
name.
5 Click OK.
To rename or remove a custom field on forms only
When you change the field name on forms ONLY, QuickBooks retains the old name in the Report Filters window
(this is the window where you restrict the content of a report to those transactions that match specific information
in one or more of your custom fields). For example, if you change the field name from “Lease ending date” to
“Lease ends” on your forms, the Report Filters window still shows “Lease ending date” as the name of the field. You
can still filter for information you entered in the field, even though the name of the field is now different on your
forms.
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