Custom Fields

StarShip has access to the custom or user-definable fields for all documents in QuickBooks Enterprise. This is a great place to store additional shipping information such as freight billing and the carrier account number.

StarShip can usually access the display name of the Custom Fields associated with your source documents (Sales Receipts, Invoices, etc). The Custom Field display names appear in the field list when you map a field to the source document. StarShip updates these names when you connect to a company.  Therefore, if you change the user-defined fields display names in QuickBooks, relaunch the StarShip Client to update the names in StarShip.  

If more than one company shares the same interface, and they have different Custom Field display names, both names will show up in the fields list.  For Custom Fields that you want to map to StarShip, you must name them consistently if you want the mapping to work for all companies that share an interface.  If you can't do this, just create separate interfaces for each company.

Add Custom Fields in QuickBooks

In general, you can add the Custom Fields you create in QuickBooks to your source documents (Sales Orders, Invoices, Sales Receipts) by selecting the document and clicking Formatting > Customize Data Layout. You then select the field on the Header or Columns tab and enable the Screen check box. Below are some examples of how to add Custom Fields in QuickBooks.

Custom Customer Fields

This example shows how to add a custom Customer Field in QuickBooks.

1. Select Customers > Customer Center and select a customer.
   
   
   
   
   
   
   

2. Select the Additional Info tab and click Define Fields.
   
   
   
   
   
   
   
   

3. Create the field(s) by clicking on a new line. In this case, we created the "Store #" field. Click OK.
   
   
   
   
   
   
   

4. Populate the new field and click OK.
   
   
   
   
   
   
   

5.  Next, add the field to your document by selecting the Formatting tab > Customize Data Layout option.
   
   
       
   
   
   
   
   
   
   
   

6. Once in the Customize Data Layout, locate the field you want to add.  To make this field available in StarShip, check the "Screen" column. Note: Custom Customer fields display on the Header tab. Click OK.
   
   
   
   
   
   

Line Item Custom Fields

This example shows how to add a line item Custom Field in QuickBooks.

1. Select the Item List and choose the item.
   
   
   
   
   
   

2. Click the Custom Fields button.
   
   
   
   
   
   

3. Click Define Fields.
   
   
   
   
   
   

4. Create the field. In this case, we created the "Origin" field. Click OK.
   
   
   
   
   
   

5. Populate the new field. Click OK.
   
   
   
   
   
   

6. Next, add the field to your document by selecting the Formatting tab > Customize Data Layout option.
   
   
   
   
   
   
   
   
   
   

7. Once in the Customize Data Layout, locate the field you want to add.  To make this field available in StarShip, check the "Screen" column. Note: Item Custom fields will be on the Columns tab. Click OK.
   
   
   
   
   

Map Custom Fields in StarShip

After adding Custom Fields to your QuickBooks documents, you will need to add them in StarShip. In this example, we'll map the custom Customer field, "Store #", and then we'll map the custom Line Item field "Origin".

1. In StarShip, select Setup > Source Interface > "your QuickBooks version".

2. Click Customize Interface.
   
   
   
   
   
   
   

3. Select the StarShip Target Field to which you want to map your custom QuickBooks field. Select the Field Mapping Source as QuickBooks and then select the Custom Field from the drop-down list. QuickBooks custom Customer fields will be prefixed by a  [Custom] tag.
   
   
   
   
   
   

4. We also added a custom Line Item field to QuickBooks Invoices, so we'll map that too. In this case, we map the QuickBooks custom Line Item field to a User-Definable StarShip field on the Line Item tab. Select the Field Mapping Source as QuickBooks and then select the Custom Field from the drop-down list. QuickBooks Custom Line Item fields will be prefixed with a [Custom in Line Item] tag.
   
   
   
   
   

Now, when you import a document from QuickBooks, the StarShip fields you mapped to will be populated with the Custom Field information.

This example shows the Sales Order imported into StarShip with the Store # populated :

The next example shows the Origin populated on the imported Invoice :

Tip : For more detailed information about Value Translations, see Customize Interface in the main StarShip Help.