Custom fields: your own details on customers, vendors and forms

Custom fields keep details TallyPip doesn't have a box for: a job number, a sales rep, a contract number, a delivery date, a region. Owners and admins set them up; everyone fills them in on the forms.

Add a custom field

1. 1Open the gear menu › Lists › [Custom fields](/lists/custom-fields) (also in All lists) and press Add custom field.
2. 2Give it a Name (up to 40 characters; each field has its own).
3. 3Choose its Type: Text and numbers, Number, Date, or Dropdown list (then type its choices, one per line).
4. 4Under Use it on, tick where it belongs: Customers and Vendors; sales forms (Invoices (recurring invoices too), Estimates, Sales receipts and refunds, Credit memos); purchase forms (Purchase orders, Bills, Expenses and checks, Vendor credits).
5. 5Tick Show on printed and sent forms for it to appear on invoices, estimates, sales receipts, credit memos and purchase orders when they're printed, emailed as a PDF or opened online. Untick it to keep it to yourselves.
6. 6Press Save.

Up to 12 fields can be in use at once.

Fill them in

• Forms: the fields show in the form's top section (on an invoice, under P.O./S.O. no.).
• Customers and vendors: a Custom fields section at the bottom of their details.
• Their values show on the record's page: those that print on the form itself, the others just above it (marked "Not on the printed form") or under Details for customers and vendors.

Converting an estimate to an invoice, a purchase order to a bill, or duplicating a form brings the values of the fields both forms have. Recurring invoices pass theirs to each invoice they make.

In lists and reports

• Columns: the Customers and Vendors lists show up to three of their custom fields as columns (on a wide screen), and the Customer contact list and Vendor contact list reports show all of them, in downloads too.
• Sales and expense transactions: in Sales transactions or Expense transactions, choose a custom field next to the dates and type (or pick) the value: only the forms that have it are listed. A text field finds the values that contain what you type; a number, date or dropdown field the value itself. Payments aren't forms with fields, so they're left out while you filter.
• Sales by customer and Expenses by vendor: choose a customer's or vendor's custom field in the report's bar (for example Region is West) to see only those customers or vendors. The total is then part of your profit and loss. Save the report to keep the choice.

Change, switch off or delete a field

• Edit changes its name, choices, where it's used and whether it prints. Its type can't change once records have values for it (make a new field instead).
• Make inactive takes it off the forms; the values records already have are kept, and come back if you make it active again.
• Delete is offered only for a field no record has a value for.

Custom fields are part of "Download all your data" (custom-fields.csv and custom-field-values.csv).