How do I map custom fields to QuickBooks Desktop?

Am I using QuickBooks custom fields?

Many of our customers are using pre-built fields. These fields are much easier to set-up and we recommend using them, instead of creating a custom field in QuickBooks. To use these fields, follow these steps:

  1. In QuickBooks, open an invoice.
  2. Click the manage tab and click customize data layout:

If you see your field names in other or FOB, then you are using a predefined field.


How do I bind a custom field to the QuickBooks other or FOB field?

In this example, we will map an order custom field to the QuickBooks other field. Using the QuickBooks other or FOB fields required fewer steps to map, since the fields already exist in QuickBooks.

Here are the steps:

  1. Go to the Connex rules engine.
  2. To map the other field, add this rule. To map FOB, change the action to map FOB.

How do I bind custom field to custom field?

Add Custom Field to QuickBooks

Here are the steps:

  1. In QuickBooks, click customers on the top menu.
  2. Select customer center.
  3. Open a customer.
  4. Click additional info.
  5. On the right, click define fields.
  6. In the dialog, enter the custom field name and check the customer box.
  7. In the what kind of data field, enter any text. Other data types are not supported at this time: 

View a list of custom fields to map

Connex for QuickBooks has an order previewer tool will show a list of sales. If you use WooCommerce, you must check sync custom fields under the advanced transaction tab of the Connex configure page:

To use the tool, follow these steps:

  1. Login to Connex.
  2. On the left, click orders.
  3. Click order previewer.
  4. 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.
  5. 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

If you add a mapping and there is no value, then Connex will insert no text and move onto the next field to map. In this example, the order syncing to QuickBooks contains a mapping for PO number. You can view this field on the other tab of the order previewer. Here are the steps:

  1. Go to the Connex for QuickBooks rules engine.
  2. Click add new rule.
  3. Click map custom field from the templates menu: mceclip0.png
  4. Add a name for the rule.
  5. Click next, until you reach conditions.
  6. From your ordering solution, enter the field name: mceclip2.png
  7. Click next.
  8. On the map to step, add the field name from QuickBooks.

How do I map fields from QuickBooks to ShipStation custom fields?

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. Go to the Connex for QuickBooks rules engine.
  2. Click action and add new.
  3. Add this rule.

How do I map Infusionsoft custom fields to QuickBooks?

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 for QuickBooks rules engine.
  8. Click action and add new.
  9. Add this rule.

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.

How do I say if a custom field contains a phrase, then map to another value

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

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