How do I map custom fields to QuickBooks Online?

Introduction

Although QuickBooks allows you to map custom fields, you cannot map them by name. Instead, you must map the field name in the order it appears in QuickBooks. 

QuickBooks Online Custom Fields

QuickBooks Online allows users to create up to 10 custom fields.  Connex can only map to the first three custom fields at this time.  This is a limitation of QuickBooks.

Connex has an order previewer that shows a list of custom fields to map.

Add Custom Fields QuickBooks Online

Here are the steps:

  1. Login to QuickBooks Online.
  2. Click the gear box on top.
  3. Click account and settings.
  4. Click sales.
  5. Under sales form content, enable custom fields.

Here is a screenshot of the QuickBooks Online custom fields:

View a list of custom fields to map

Connex's order previewer tool will show a list of sales. If you use WooCommerce, you must check sync custom fields under the transaction tab of the Connex configure page.

To use the tool, follow these steps:

  1. Login to Connex.
  2. At the my connections page, select your connection.
  3. Click configure.
  4. On the left of the configure page, click order previewer.
  5. Fill out the search form to view your sale. If you use Shopify or WooCommerce and the order number fails to return the proper sale, use the date range search.
  6. Expand the sale.

You will see two tabs. The first tab shows a list of custom fields that can be mapped. Without mapping, these fields remain unused. The second tab shows a list of custom fields that will sync to QuickBooks. Here is an example of a custom field:

Add Mappings

Your rules must specify the QuickBooks field name, which in this case is PO, and the field name from your website:

  1. Go to the Connex rules engine.
  2. Click Add New Rule.
  3. Select the Custom Field template.
  4. Type in the name you want for your rule, ensure the Map Custom Field Rule Action is selected.
  5. Add a Condition with the depicted fields and values.
  6. Type in PO as the Map To value.

In this example, sales rep is the second custom field and sales origin is the third: 

  1. To map the sales rep or sales origin, follow the steps in Add Mappings, but change both the Map From and Map To fields to Sales Rep or Sales Origin, respectively.
ShipStation

Out of box, the QuickBooks sales rep and terms field are mapped to custom field three.

In this example, we will map the QuickBooks custom PO field to custom field one:

  1. Login to Connex.
  2. On the left, click rules and rules engine.
  3. Click Add New Rule.
  4. Follow the steps in Add Mappings, but change the Map To value to CustomField1.
Infusionsoft by Keap

Here are the steps:

  1. Login to Infusionsoft.
  2. On the top nav, click the arrow icon down.
  3. Under admin on the right, click settings.
  4. On the right, select order under set up custom fields for.
  5. Click go.
  6. Create a field and click view API names. In this example, the field is PurchaseOrder.
  7. Go to the Connex rules engine.
  8. Click action and add new.
  9. Follow the steps in Add Mappings, but change the Map From and Map To values to PurchaseOrder.

The last two fields must have an underscore. When our software looks up custom fields, they have an underscore followed by the database name. When you map the fields,Connex will find _PurchaseOrder from a list of fields and map it to the desired field.

Map Conditionals

At this time, you can map any field to a QuickBooks custom field regardless of its value. If you need to compare a field's value, we suggest using the QuickBooks class or location fields. There are no reports based on QuickBooks custom fields. QuickBooks offers reports on location and class mapping. Here are sample rules:

To access the reports, log into QuickBooks. Click reports on the left. In the search bar, enter class or location. You will see orders grouped by class or location.

Map Phrase

Please view the following example of mapping to another value, in this case credit card term mapping:

Was this article helpful?
0 out of 0 found this helpful

Comments

0 comments

Please sign in to leave a comment.