Getting Started with Rules: 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.

How do I locate custom fields in QuickBooks Online?

We can only sync to the first three custom fields in QuickBooks Online. We recommend using the class or location fields instead. 

1. Login to QuickBooks Online.
2. Click the gear box on the top right of the screen (settings).
3. Choose Account and Settings.
4. Click Sales.
5. Under Sales Form Content, enable custom fields.

How do I locate custom fields in QuickBooks Desktop?

 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 custom field to custom field?

In this example, we want to map a custom field called Shop Name to a QuickBooks custom field called Ship From.

Add Custom Field to QuickBooks Desktop

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. In this example, create a custom field called Ship From. We recommend free text as the data type.

View a list of custom fields to map

1. Login to Connex.
2. On top, click rules engine.
3. Click the order previewer button.
4. 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. Click the eye icon.
7. Scroll down to custom fields. In this example, there is a field called Shop Name:

Add Rule

Here are the steps:

1. Go to the Connex for QuickBooks rules engine.
2. Click add new rule.
3. Scroll to the bottom and select add rule without order number.
4. Click next.
5. Enter a sample name.
6. In the rules area, enter these values:
   1. Action is map custom field.
   2. For the rule, enter CustomField, MapAll and Shop Name. This rule instructs Connex to map a custom field called Shop Name.
   3. In the value which needs to be updated, enter Ship From. This is the custom field name in QuickBooks.

Here is the end result:

How do I map a field from my selling channel that is not a custom field to a custom field in QuickBooks?

In this example, we will map the order number to the QuickBooks custom field Customer P.O.:

1. Go to the Connex for QuickBooks rules engine.
2. Click add new rule.
3. Choose rule without condition.
4. Choose the rule type map custom field to a QuickBooks standard field.
5. Add a name for the rule.
6. Enter order number as the QuickBooks field.
7. Enter Customer P.O. as the custom field in QuickBooks.
8. From your ordering solution, enter the field name. In this example, the custom field name is "other". Replace other with the custom field name in your ordering solution:
9. Click submit.

🔷 Next: Conditional Map (Step 9)