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V9 - Defining custom fields

Video transcript: Defining custom fields

In this video, we're going to focus on creating custom fields in SOS Inventory and QuickBooks Online.

We'll start by defining a custom field and SOS, then move over to QuickBooks Online to do the same. And finally, we'll go over the rules for syncing custom fields between the two systems.

(00:23) Creating a custom field in SOS Inventory

To set up a custom field in SOS Inventory, start by going to Configuration mode. On the Taskbar, click on Tools & settings, then select Configuration mode. From here, you could go to Lists and then select Custom fields—or you could simply type custom fields in the search bar, and it'll take you there as well.

The number of fields you can create depends on your subscription plan. If you're on the Companion plan, you have a single custom field. Plus plan has three, and Pro plan has unlimited custom fields.

To create a new field, I will simply click the +Add button.

And I can enter the Name of the field. I have up to 100 characters. Now, make sure that the name is unique. Also, you cannot use the same name as any standard field that is already on the object. For example, on a sales order, you couldn't name your custom field sales rep because that field already exists.

You'll also see the Description box, where you can enter up to 4,000 characters. This description only shows on the custom field definition page and in the Custom fields list. It won't appear on transactions or reports.

Next, you would choose the Data type:

• You can select Text, which gives you up to 100 characters.
• Multiline text has up to 4,000 characters.
• Number allows you to use numeric values, including exponential notation. So that would be 0 through 9 and a single lowercase e.
• Money is going to allow for currency formatting.
• Date —I can either type manually using the dates according to my individual settings, as in month/day or day/month/year, whichever you have set. Or you can also select a date from the calendar icon.
• Checkbox is simply just going to be checking the box if the answer is yes. If the value is no, then you leave it unchecked.
• The final data type is the List. If this is selected, you will see the list values box at the bottom. Here, you will create a drop-down menu by entering the values separated by commas.

Once you have selected your Data type, you will then go to the Show on menu. Here, you can select a single object or multiple objects that your custom field would then appear. Once you have defined all of the fields, you would simply Save and close.

Let's look at an example of a custom field that we already have completed.

If we come here to Project Manager, you will note that I have my Name. I did not add a Description field. However, I defined it as a List type. And then here are the different values. Again, commas, so dividing the values. And then I selected what forms or objects I want the custom field to appear. And again, objects I want the custom field to appear. And again, save.

Now, that is defining them on the SOS side. When you're ready to define on QuickBooks, let's go over there.

(03:49) Creating a custom field in QuickBooks Online

I'll go to the QuickBooks account. From here, you will need to select the tools and settings, or the Gear up here at the top. Then go to the List area, move down to Custom fields, and this will bring you to your list of custom fields.

The number of fields that you have available also depends on your subscription plan with QuickBooks Online:

• If you're on the Essentials plan, you get three custom fields within the sales area.
• If you're on the Plus plan, you get the three custom fields on the sales side, as well as three custom fields over here on the purchasing side, for a total of six.
• If you're on the Advanced plan, you get 12 custom fields across each transaction, plus 12 custom fields for your vendor and customer definitions.

To create a field in QuickBooks, we select Add field. We would type in the Name, then select the Data type. Here, we have Text and number, Number, Date, and they also have a Dropdown list.

Next, you would select your Category, so Customers, Transactions, Vendors, or Project. Now please be aware that projects come over to SOS inventory as sub-customers.

Once those three selections have been made, you would then select what forms you would like to see your custom field appear.

Then you would save the custom field.

(05:25) Syncing custom fields

Again, let's look at one we already have created on this side. I do have Project Manager here, you'll notice, and you can now see it defined with the Name and the Data type as well as the Category and what I would like to see that field appear. Now what if I want Project Manager to be able to sync over to QuickBooks Online?

If that is something you're interested in, it is important to know QuickBooks Online only syncs the first three custom fields for sales and the first three for purchases. Because of this, you need to be strategic when creating them.

Also be aware that fields must be a Text and number data type. You also have to have Transactions selected as the Category, and the Name must match exactly between QuickBooks and SOS Inventory. This includes case, spacing, and special characters.

So, if any of the first three fields do not meet this criteria, QuickBooks won't send them through the API. Non-syncing fields still take up a slot, so it is important to plan carefully. If you're unsure whether a field is connecting, contact our Support, and they can verify that for you.

Now as an example, notice we have the Project Manager set here to the Text and number and Transaction on the QuickBooks Online side. If we come over to the custom field over here on the SOS side, notice that my spelling and case and spacing is all the same. So if Project Manager is one of the first three fields on the sales side to match up, it will sync correctly between QuickBooks and SOS Inventory.

Now there are also two special cases that I want to make sure you know about, and that is Sales rep and Customer PO.

These are standard fields on your sales orders over here on the SOS side. But we've had a lot of people request to use them as a custom field with QuickBooks Online. So our development team built them into the API so that you can use them as custom fields in QuickBooks Online.

So the ones I'm talking about so that you can see them, if I come up here, and we open up a sales order, and you move down here, you'll see here is the Sales rep, and over here, you'll see Customer PO.

Now be aware if you decide to add these as custom fields on the QuickBooks side, that they are taking up a slot on your sales side. So if you did both Sales Rep and the Customer PO, then you would only have one slot left for another custom field on the sales side of the house. In order to use them, you do not create a custom field for sales rep or customer PO over here on SOS Inventory.

You would only create those fields over here on the QuickBooks side, and you'll notice I do have a Customer PO and a Sales Rep. So if we edit this Customer PO, you're going to note that my spelling, my case, and my spacing exactly matches Customer PO right over here on the sales order. Then, also, it is set to be a Text and number, and it's Transaction-based. So, again, as long as it's one of the first three, customer PO would sync back and forth.

Now Sales Rep, I want to draw your attention to that one, special because it's almost a double exception at this point. Because notice here on the Name that I've got Sales and Rep are both capitalized.

But if we come look at the sales form, Sales rep over here, the r in rep is not capitalized. In order for those two to sync,

it must be capitalized, both the s in Sales and the r in Rep. Then make sure that you've got Text and number, Transaction, and then select your forms. And, again, as long as it's one of the first three, then your Sales Rep and your Customer PO would sync back and forth between QuickBooks and SOS Inventory.

So that is how you define your custom fields in SOS Inventory and QuickBooks online, and the rules that you need to follow to ensure that the information passes back and forth between the two platforms on the custom fields that you would like to synchronize.