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QuickBooks Online Custom Fields

Acctivate fields can be mapped to custom fields in QuickBooks Online.

    The following instructions are for Acctivate Version 16

    For a custom field to be available for mapping in Acctivate, it must first be created in QuickBooks Online, and the required conditions must be met. See the note above for details.

    Create Custom Fields in QuickBooks Online

    1. Login to QuickBooks Online and navigate to the Custom Field screen.
    2. Enter a Name for the custom field.
    3. Select the Data type.
    4. In the Select category section, choose Transaction. Other categories can be selected, but Acctivate only syncs transaction data for sales invoices and credit memos and purchase invoices. If, for example, you select Customer, the custom field will appear in the Customer window in QuickBooks Online, and its values will copy to invoices and credit memos created in QuickBooks. However, Acctivate only writes to the custom field on invoices and credit memos.
    5. In the Select forms section, select any of the following form types (the Print on form option can be enabled or disabled):
      • Sales Receipt
      • Invoice
      • Estimate
      • Credit Memo
      • Bill
    6. Save your custom field.

    Map Acctivate fields to the QuickBooks Online custom fields

    1. In Acctivate, expand the QuickBooks section of the Configuration Manager (File → Configuration Management → QuickBooks)
    2. Select the Custom Fields section. If you do not see any custom fields, click refresh and check back later.
    3. Click Edit and use the dropdown in the Acctivate column to select an Acctivate invoice / credit memo field in the Sales section and an Acctivate Purchase Invoice field in the Purchase section. Acctivate standard and custom sales invoice and purchase invoice fields are available for mapping.
    4. Save your changes.

    Once mapped, data from the Acctivate fields will flow to the corresponding QuickBooks Online fields.

    For example, if you map the Acctivate Sales Rep field to a QuickBooks Online custom field named Sales Rep, the invoice synced from Acctivate to QuickBooks Online will include the sales rep information.

    Acctivate Versions Prior to v16 use the original QuickBooks Online Custom Field API which has limitations. It is strongly recommended you update to Acctivate Version 16 to access the full functionality of QuickBooks Online Custom fields in Acctivate.

    The limitations in versions prior to v16 include:

    • Only the first three custom fields created with the Text or number data types are available.
    • The API only supports writing to custom fields on transactions; e.g., it's a one-way sync to QuickBooks Online. Changes made to the data in a custom field in QuickBooks Online are not synced back to Acctivate, nor will the sync revert the changes made in QuickBooks.
    • Of the transaction types that Acctivate syncs to QuickBooks, it currently supports writing to custom fields only for Invoices and Credit Memos. The API does not support apps writing to custom fields for Vendor Bills (Purchase Invoices).
    • For a custom field to be available via the API, you must select the Sales Receipt, Invoice, Estimate, Credit Memo, and Refund Receipt forms when setting up the field.
    • It can take several minutes for newly created custom fields to be available via the API. If the fields don't appear in Acctivate, wait a bit and try again later.