Product: Intuit QuickBooks

Article Link: http://help.truecommerce.com/en/articles/6542735-intuit-quickbooks-using-custom-fields-udfs

QuickBooks has the ability to add custom fields, or also referred to User Defined Fields (UDFs) which TrueCommerce can integrate with for both pushing as well as pulling data to and from.

Whenever you use a Custom Field - you'll need to provide TrueCommerce with the actual technical name of the Custom Field, as the display name can be changed to anything you wish for different transactions, but the integration layer needs to grab the technical name as that's ultimately what's stored in the backend.

In order for Transaction Manager to interact with your Custom Field - you'll want to make sure your Custom Field is setup properly.

Navigate: Customer Center → (Select Customer) → Additional Info → Defined Fields

Cust: Check if this is to be used for Customers (850 Inbound & 810 Outbound)

Vend: Check if this is to be used for Vendors (850 Outbound & 810 Inbound)

Trans: Check this so it's available for Transactions (Sales Orders, Invoices, Purchase Orders, etc)

Label: This is the name that TrueCommerce needs to integrate with your field - please provide this exactly as written

Note: TrueCommerce does not manage your UDFs, if you need help you'll want to contact your VAR.

Navigate: Lists → Item List → (Select Item) → Custom Fields → Define Fields

Note: TrueCommerce does not manage your UDFs, if you need help you'll want to contact your VAR.

You can find a Custom Field from within a Transaction simply by opening the Customize Data Layout window within a Sales Order or Invoice

Navigate: Formatting → Customize Data Layout

You'll need to provide TrueCommerce with the name on the Left Hand side - as the Title section is just a display name, and can be renamed to anything, while the name on the left is what's used to actually integrate with your QuickBooks system.

The Header tab contains all your header custom fields, while the Columns tab will provide all your item Fields

Note: A general rule of thumb that anything below the Other field is custom while everything Other and above is a standard native QuickBooks field.

If you have access to Mapping Manager you can map to your Custom Fields with relatively ease, you'll simply need to go into the Transaction you wish to modify and find the DataExtModRq group - and locate an unused DataExtMod row nested underneath.

TxDataExtType: SalesOrder | Invoice

DataExtName: Your UDF formatted field name

DataExtValue: The Value or Token you wish to push

Note: You can have more rows added by TrueCommerce if needed

If you're looking to bring in a Custom Field on an import - you'll simply need to have the Custom Field added under the main InvoiceRet row as an available field

Note: If the field you want is missing, you'll need to contact TrueCommerce to have it added under the Entities section as currently that is unavailable to customer

Whenever you want to map a Custom Field into Transaction Manager - there is a specific naming convention from QuickBooks that must be followed in order for the data to work.

If you're having trouble understanding the format of the Custom Field - you can pull a log from an Import into Transaction Manager (Outbound transaction) and as long as the Custom Field is enabled and has some data in it, you can see exactly what QuickBooks is sending to Transaction Manager to be used for the name (with all the formatting)

rev 9/12/22