Custom fields

Custom fields

Custom fields let you capture additional information on transactions beyond the standard HandiFox fields. Custom fields are defined in QuickBooks Online and synced into HandiFox automatically.

Custom Fields and QuickBooks Online

      QuickBooks Online allows creating any number of custom fields, but HandiFox supports only the first 3 custom fields that were created in your QuickBooks Online company. Additionally, HandiFox only supports custom fields with data type Text or Number and category Transaction. Custom fields with other data types or categories are not synced.
      Fields are synced for both sales transactions (Invoice, Sales Receipt, Credit Memo, Estimate) and Purchase Orders. HandiFox imports supported fields during synchronization - no manual import is needed. All QBO-sourced custom fields appear in HandiFox prefixed with Sales- or Purchase-, matching their names in QuickBooks Online.


Setting Up and Enabling Custom Fields

      Before a custom field appears on a transaction in HandiFox, it must first be enabled for that transaction type in QuickBooks Online. HandiFox imports supported fields during synchronization. You can view and manage which fields are active per transaction type in Settings -> Custom Fields.

Custom fields are available on the following transactions:

  • Invoice
  • Sales Receipt
  • Credit Memo
  • Estimate
  • Purchase Order

Sales Orders are an exception. Sales Orders are not synced to QuickBooks Online, so their custom fields are independent of QuickBooks Online settings. You can assign any active custom field to a Sales Order directly in HandiFox without enabling it in QuickBooks first.


Common Issues

      Custom field does not appear after synchronization. After enabling a custom field in QuickBooks Online, it may not appear in HandiFox immediately. If the field does not show up after synchronization:
  1. Check that the field is enabled for that transaction type in Settings -> Custom Fields in HandiFox.
  2. If it is enabled but still not visible, try creating a transaction in QuickBooks Online with that field filled in, then run a sync.

      Custom field is greyed out. A greyed-out custom field means it is not active for that transaction type in QuickBooks Online. Enable it in QuickBooks Online first, then sync HandiFox. If the field remains greyed out after syncing, try creating a transaction in QuickBooks Online with that field filled in and sync again.

 

      Deactivating custom fields. If you no longer need a custom field, you can deactivate it for each transaction type individually in Settings -> Custom Fields. It is not possible to deactivate a field entirely - deactivation must be done per transaction.

      All 3 slots are occupied. HandiFox supports only the first 3 custom fields created in your QuickBooks Online company. If those slots are taken but you need a different field, rename one of the existing custom fields in QuickBooks Online, then sync HandiFox - the updated name will be reflected in HandiFox automatically.

If you are still experiencing issues with custom fields, contact support@handifox.com for assistance.