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Launch Excel 2010 spreadsheet on which you want to enter phone number and SSN in their respective format.
Now you can easily start entering the phone numbers without changing them into standardized format. Now for entering SSN, select the field, move to Format Cells dialog and select Social Security Number from Type. As you can see in the the screenshot below that it will automatically change the value in SSN standardized format.
You can also check out previously reviewed guides on Inserting Currency values in Excel 2010 & Dealing with Fractions in Excel 2010. AddictiveTips is a tech blog focused on helping users find simple solutions to their everyday problems.
Let’s take a look at some basic concepts in “custom fields” in the Windows desktop version of QuickBooks. A custom field is a user-definable field that you can create in several different lists in QuickBooks. Once you define the custom fields in a list you can then add them to certain transactions in QuickBooks, and include them in various reports. For the customer, vendor and employee lists you have a maximum of 7 custom fields for each of these lists in Pro and Premier – and an aggregate limit of 15 for all three lists together. We often see people asking for the ability to add custom fields to other transaction forms, such as Statements. In QuickBooks 2014 you can also add custom fields to the detail section of Checks, Bills and Credit Card Charges, although with some restrictions when compared to the list above. It is interesting to note that you can change the name of a custom field without any problems. Let’s look at an example of some typical uses of custom fields to illustrate what you can accomplish.
Pref Day is the preferred day of the week that this customer wants deliveries.This is information that should be the same for each invoice for this customer. Case Pack represents the number of bottles in a case (I’m not using the “unit of measure” feature, I’m selling by the case). Total Case is a number for each line that tells me how many cases there will be, a number that varies with each invoice. Note that you only have to define the fields one time in one customer record – the fields will be added to all customer records.
You cannot change the size or position of the field on the screen, but you can change that for the printed form using the layout designer.
If there is a value in the custom field in the customer record it will fill in the field in the form (as you see with “Pref Day” in the screen shot above).
Changing a value in this transaction will not affect other existing transactions, these values are stored in the transaction itself. If you change a value in one of these custom fields you will be asked if you want this information to update the custom field in the customer record, to make it the new default. Fields created in the customer list can only be used in the header or footer of an invoice. As with the customer record you can enter a value in the custom field for any item on the item list, and it will show as the default value when you add this item to the invoice.
When we look at our invoice on the screen, you see that the custom fields have been added as columns. It is not possible to create a column that is used in a calculation, such as the difference of two values, or that has an effect on the quantity, rate or amount columns (you can use a third party add-on such as CCRQInvoice for some calculations).
If there is a value in the custom field in the item record it will fill in the field in the form (as you see with “Case Pack” in the screen shot above). Unlike custom fields in the header, when you save this invoice you do NOT have the option of saving the value back to the item record if you make a change. So now you have custom fields in your lists, and in your transaction templates, how about using them in reports in QuickBooks?
Remember that custom fields exist in two places – in the list record and then in the transaction record. Looking at my sample invoice above you can see that there are differences in the value of the custom field between the list and transaction records.
Here’s the report – the values that show in the custom field are the ones found in the transaction and not in the list. This is one of the reasons why we often rely on a third-party reporting tool like QQube, which usually provides you with more information and in a clearer format.

When you are editing transaction templates you will notice some fields named the “Other” fields. These are holdovers from older versions of QuickBooks, from a time before we had “custom fields”.
Another reason why we don’t like these is that (starting with QuickBooks 2013) there can be some confusion. Starting with Enterprise V10 there are a number of enhancements to custom fields that are ONLY found in Enterprise. Another special feature that was added in Enterprise is the ability to specify “attributes” for custom fields. You can change the attributes of a field, but you have to be careful if you do that with a field that already has values in it.
It would be nice if they used a more complex method that would accept various values and fit them in correctly.
One area that you need to be concerned with is how these “attributes” affect data entry from Excel imports, IIF imports and updates from add-on products. Another feature of the custom field attributes is the ability to mark a custom field as “required” in both the transaction and list. Use this with caution, because you will NOT be able to save the item or the transaction until you enter a value in the required custom field.
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Johnny Football made a big boo-boo on twitter a little while ago, when he apparently tweeted out his phone number to all of his more than 1.2 million followers, accidentally. Elijah Blake Gives 7 Tips How NOT To Act Around A Celeb, Plus Talks New EP, His First Big Check & More! Today I found out that Yoko Ono used John Lennon’s blood stained glasses from the day he was shot as a prop for her album art. Inserting phone numbers in Excel spreadsheet has always been a problem since it does not consider zero as value and cannot change it into standardized form automatically but it has a special build-in functionality which lets you add phone numbers & Social Security Numbers into standardized format.
For instance we have included a spreadsheet having field; Phone No and SSN, in which we will be entering Social Security Numbers and Phone Numbers. Under Category select Special and under Type select Phone Number and From Locale select the desired location. We review the best desktop, mobile and web apps and services out there, in addition to useful tips and guides for Windows, Mac, Linux, Android, iOS and Windows Phone.
While QuickBooks Desktop provides the places to store the basic information that every business needs, you will often find that you need to store additional data such as a customer’s vehicle registration number or the weight of an inventory item – information that QuickBooks doesn’t already accommodate. This can be confusing at first – you can’t have a custom field in a transaction (like an invoice) without FIRST defining them in a list like the customer list.
In Enterprise (starting with V10) you can have a maximum of 12 custom fields for each of these lists, with an aggregate limit of 30 custom fields for all three lists together. This isn’t surprising, you can do the same with the names of items, customers and so forth. A text box is merely a box of text that we enter when designing the form – it doesn’t let us change the value when we are creating an invoice. If you want there to be a default value for just this customer when you create a transaction, enter the value in this customer record. Edit the template and click on the additional selections button (not the layout designer), then scroll to the bottom of the list of fields in the header tab. If you use the customer we worked with earlier, the default value for the “Pref Day” custom field will fill in.
If you want to create a new column in the invoice you must add a custom field to the item list.
Edit the template and click on the additional selections button (not the layout designer), then scroll to the bottom of the list of fields in the Columns tab. All of the other sales transactions (estimate, sales order, sales receipt, credit memo) work just the same way.
That can be a bit frustrating, sometimes, until you understand how Intuit handles custom fields in reports.
When you look at a report in QuickBooks you have to understand which kind of record is being used as the source for the data – a list or a transaction. For example, Driver is blank in the customer record, but has a value in the invoice record.
I can “customize” this to include the custom fields as columns, and the custom fields from both the customer and the item list are available.

As you would expect, the values here are the ones found in the list record, since no transactions are involved. You might want to have a Sales by Customer Summary report that you can sort or filter by a custom field, but these reports don’t let you select which columns to include. When you edit a customer you can see several fields labeled “Other” – these are not the same fields. You can have up to 15 custom fields in the item list (up from 5), and up to 12 custom fields for each of the customer, vendor and employee lists (up from 7, with a limit of 30 for all three lists together). If, for example, you have a custom field that was set to “Any text”, and you have the value “ABC”, then you change the field to a “Numbers” attribute, it can cause some issues if you try to change the value of that field. For example, with the phone number, I should be able to enter the number without dashes and have it be accepted as long as I have the right number of digits. If your input value doesn’t match the requirements of the custom field attributes, the data could be rejected or ignored. When you choose this for a custom field in the item list you can specify which item “types” this requirement will apply to. This allows you to define a list of up to 100 entries (each limited to 30 characters) that you can choose from.
More than likely it was meant to be a direct message and he just wasn’t paying attention.
To address this QuickBooks provides us with custom fields, a way that you can define your own places to store information in the QuickBooks database. Once you add the custom field to a transaction the transaction has its own copy of the field.
If you change the name of an existing custom field all of the data in that field remains the same, just using the new field name.
A data field comes closer, but we can only add a limited number of fields that QuickBooks provides to us.
In the example we always want the same value in the “Pref Day” when we create an invoice for this customer, but the “Driver” value will be chosen when the invoice is created. Note that you only have to define this field in one item, it will then be available in all items. Purchase orders are the same, other than using the custom field that you set up in the Vendor list.
Since it is a “detail” report, you would expect it to use the values found in the custom fields in the transaction?
The main reason why I avoid using them is that any value stored in these fields is NOT available in QuickBooks reports.
Enterprise allows you to select one of several “input masks” that can limit the type of text that you can enter in the field. If you select a “date” attribute, for example, you don’t get a popup calendar to pick from, you just have to enter the date in the right format. The number was retweeted like crazy and the voice mail box of that number filled up immediately.
If you change a value in the list that value doesn’t change the value you see in the transaction. Those are the primary “forms” that you are going to be working with (along with, possibly, Build Assembly forms in Enterprise). However, if you want to show values from the customer or item list itself, you can’t add that to this report. Well, sort of – it DOES include the values from the header custom fields (in the transaction), but even though you can add columns for the item list custom fields, they never include any values.
Are the records shown based on the header or main transaction record, or are they based on the detail lines of the transaction? The only place you can see their value is in the transaction itself (or, possibly, in a third-party add-on). If you pick a phone number attribute like “Phone-optional Ext (xxx-xxx-xxxx-xxxx), if you don’t enter the number exactly right you will get a warning.
You can also choose to force the answer to be from this list, or accept an entry not on the list.
You may need to use the layout designer to place the field in the desired location on the printed form.

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