Archive for the 'Custom Fields' Category

Tracking Rep Commissions that Differ By Customer in QuickBooks

Saturday, January 21st, 2012

How to Track Sales Rep Commissions by Customer in QuickBooks

A reader wrote to ask how to manage monthly rep commissions that differ by customer. The best way to do this is to create a custom field in QuickBooks for each customer for the commission rate, and also use the Rep field in every customer transaction. Any QuickBooks report that lists the customer total sales, the custom field, and the rep name can be exported to Excel in order to calculate the commissions.

QuickBooks Reporting by Customers’ States

Thursday, January 19th, 2012

How To Create QuickBooks Reports by Customers' States

A reader wrote to say she couldn't figure out how to create a QuickBooks report for customers in certain states.

Unfortunately, QuickBooks doesn't "read" the state information in the customer record when you create reports. If you know you'll need reports for this information, you can create a Customer Type for each state, or add a custom field named State and put the state abbreviation in that field in each customer record.

Running QuickBooks in Nonprofits Excerpt – Chapter 15

Monday, November 28th, 2011

QuickBooks Fundraising Tools

QuickBooks contains tools and features that can help you raise money, especially from donors and members. These constituents are the primary sources of income for many small nonprofit organizations. In addition, you need to track all your fundraising efforts in QuickBooks transactions.

It’s possible to track individual members and donors in QuickBooks, but you need to be careful about keeping the number of entries within the size limits imposed by the QuickBooks structure (see the next section to learn about file size limits).

The more information you keep about members and donors in QuickBooks, the easier it is to create targeted fundraising campaigns. Sending a fundraising letter, or creating a fundraising event and targeting people who have a known interest in some specific angle of the fundraising topic can sub- stantially increase the amount of money you raise.

In this chapter I’ll show you how to track information about members and donors in ways that are useful for fundraising, and for tracking participation in activities. I’ll also explain the QuickBooks  configuration settings you need for tracking the income and expenses involved with fundraising.

QuickBooks Transaction Field Named “Other” Doesn’t Work as Expected

Friday, November 25th, 2011

“Other” Field Missing from QuickBooks Reports

We have lots of queries from QuickBooks users who took advantage of the field named Other when they customized transaction templates. They used the Other field for a variety of things they want to track. Now they want to know how to include the text in the Other field in reports.

QuickBooks cannot generate reports that display data contained in a field labeled Other. Don’t use this field for any information you need to use as a filter for reports, or for data you want to view on reports.

The field labeled “Other” is pretty much useless, although we’ve used it successfully for things you want to know when preparing a QuickBooks transaction. For example, you can insert data in the Other field to indicate whether a customer wants backorders. Have the field appear on the screen (not the printed copy) for the Invoice template. This gives you information you need to prepare the invoice, but may not be needed for reports.

Tracking New Customers in QuickBooks

Friday, November 18th, 2011

Using QuickBooks Custom Fields to Track New Customers

We frequently receive questions from QuickBooks users who want to know how many new customers were acquired in the current year (or last year).

There’s no way to customize a report to obtain that information. However, you can configure QuickBooks to track this information in the future. Create a custom field named Year and fill in the appropriate year as you enter new customers. If you want to track the month in addition to the year, create a second customer field named Month. Then customize reports to filter by the year (and month) of interest. Remember that you must enter the text in custom fields identically each time you use the field. If you sometimes enter 2012 and sometimes enter 12 in the Year field, or you enter July, Jul, 7, and 07 in the month field, you can’t find the information easily.