How to import custom fields on transactions into QuickBooks

Axis

Overview

Custom field data can be imported on Invoices, Sales Receipts and Sales Orders at the Item Level and on the purchase side Bills, Vendor Credits, Checks, Item Receipts, Credit Card Charges and Credit Card Credits when importing into QuickBooks using Zed Axis 

Watch a demonstration below




Import custom fields into QuickBooks

To import in the transaction map the following fields.  So for example if you want to import a custom fields into QuickBooks of Yellow into the Color custom field you would set the CustomFieldName1 = Color (typically you set that as a constant) and the CustomFieldValue1 = <The column in your import file that contains the values for the custom field> ie Item Color
 

QuickBooks FieldFormatDescription
Custom Field Name 1StrName of the Custom field 1 ie Color
Custom Field Value 1StrValue for the Custom field 1 ie Yellow
Custom Field Name 2StrName of the Custom field 2 ie Material
Custom Field Value 2StrValue for the Custom field 2 ie Brass
Custom Field Name 3StrName of the Custom field 3
Custom Field Value 3StrValue for the Custom field 3
Custom Field Name 4StrName of the Custom field 4
Custom Field Value 4StrValue of the Custom field 4
Custom Field Name 5StrName of the Custom field 5
Custom Field Value 5StrValue of the Custom field 5
 

If you need more than 5 custom fields at the row level then you also have the Other1 and Other2 fields available, you will need to make those visible on the QuickBooks Template in order to see those in QuickBooks.  Note: This is for Custom Fields at the Item line level, for custom fields to appear at the header level (ie Customer) you should look at using automatic propagation or the Other and FOB fields


Automatic propagation
This is achieved by making sure that the custom field values are already assigned to the respective list item (ie item, customer, vendor) prior to importing the transaction, see more on importing custom field lists, then when the transaction is imported the Custom field value will appear by default alongside the item, customer or vendor. This is called automatic propagation.
If you want to see this in action create an invoice in QuickBooks then add an item that you know has custom fields values assigned to it and you will see the custom fields and respective values automatically appear (make sure you are displaying the custom fields on the template).  The same automatic propagation happens when Axis imports transactions.
 

Troubleshooting


Error  Custom Field Values data format errors - Custom field data can be set to a specific format like Text, Numbers only, Dates, Multiple-choice list, Telephone formats.  If you import data to the custom field that is not in the correct data format then you will get an error. You can check the required format for the custom data field by editing the field definitions in QuickBooks
 
Error - The specified custom field cannot be used by the list or transaction element - The error is due to the custom field that you are importing is not associated with the Name or Item you are importing it against.  So for example you have a custom field for a customer but the custom field is only associated with an item.  You an resolve this by setting up the custom field to be associated to the Name as well as the Item. 
Article ID: 209, , Modified: 5/22/2024 at 11:22 PM

Feedback

We have Zed Axis version 10.2. When I go to import invoices using the Import Type 'Invoice', I do not see CustomFieldName or CustomFieldValue options in the list of Quick Books field mapping options?
Nick Barber (7/2/2017 at 10:56 PM)
Sorry that was not added until a later version
Steve (9/27/2019 at 4:53 AM)
There's no option for custom fields for inventory assembly items.
Frimet Guttman (1/4/2018 at 7:13 PM)
You can import them but you need to use the import type as Custom Fields list
Steve (1/21/2018 at 7:07 PM)
Is the custom field limited to 3 only in Zed Axis? I have like 10 custom field for customer is their a way to import the rest? thanks
Wise Biz (2/4/2019 at 9:55 PM)
Yes you are not limited to the number of custom fields that you can import on a Customer Record, you are only limited to 3 custom fields on transactions.
Steve (9/27/2019 at 4:53 AM)

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