Can I map custom fields to QuickBooks Desktop line items?

You can add rules to map the custom fields

In this example, we will map 12345 from ShipStation's custom field 1 to the QuickBooks custom field example field:

You must perform these tasks:

  1. Add the custom field in QuickBooks.
  2. Assign a QuickBooks template with the field.
  3. Select the template in Connex.
  4. Map the field.

Add Custom Fields to QuickBooks Desktop Line Items

Here are the steps:

  1. In QuickBooks, go to lists > item list.
  2. Double click an item.
  3. Click custom fields.
  4. Click define fields:
  5. Add a field called example field:

Show Fields on Template

You must show this field in QuickBooks:

  1. Create a new invoice in QuickBooks.
  2. Click customize data layout.
  3. If asked to copy a template, say make a copy.
  4. Under line items, show the example field:
  5. Click OK. A new template has been created:

Choose Template

For all new sales, choose the copy 2 template:

  1. Refresh the chart of accounts.
  2. On our configure page, select orders > sync orders to QuickBooks > advanced transaction.
  3. Under invoice template, choose the copy 2. This will ensure all new sales show the example field:

Add Rule

You must map the field from your e-commerce solution to QuickBooks. In this example, we will use ShipStation. There is a field called CustomField1:

  1. Log into Connex.
  2. On the left, click Rules Engine > My Rules.
  3. Click Add New Rule.
  4. For 'Type of Rule', choose 'Map field, based on a condition'. Click Advance:

    Screen Shot 2022-01-26 at 11.36.16 AM
  5. Give your rule a name, and for step 2, choose 'Map Custom Fields to QuickBooks Line Items':
    Screen Shot 2022-01-26 at 12.21.29 PM
  6. For step 3, 'What conditions need to be met for this rule to execute?', click Add and enter these conditions. Then, click Update.In comparisons, enter these values: custom field, CustomField1, map all.
    Screen Shot 2022-01-26 at 12.23.23 PM
  7. Leave step 4, 'What should the value be?', blank. Then, 'Submit' your rule. 
    Screen Shot 2022-01-26 at 12.25.10 PM