Designing Custom Form Layouts in QuickBooks

Posted by on May 25, 2011 in Customizing Forms & Letters | 6 comments

This is the second part of the series on Customizing Forms and it has to do with the QuickBooks Layout Designer. Previously I showed you how I could change the font, columns, footers, add fields, etc., well now it’s time to change the design or the layoutas QuickBooks calls it.

You will see that in the Layout Designer, I can move, re-size, add, remove, centre the columns, use borders or not around fields, add colour to the background, and change the font type and size for each field.

Here’s just a short list of what I can do with the Layout Designer:

  • insert a company logo, position it, add the address, e-mail, web site address
  • make a field larger or smaller to fit more data
  • line-up the billing address with the window envelope section, if you still mail out forms
  • create borders, add background colour and add extra text fields
  • add multiple graphics

I can start from a number of areas to start the Layout Designer. I can go to Create Invoices on the Home Page, click on the icon and in the Create Invoices window and then click on the Customize field which has a ruler and pencil icon.  Alternatively from the drop-down box I can choose Additional Customization.

Another way would be to go to Lists/Templates and then choose My New Invoice, right click on my mouse and Edit Template. This will all lead you to the Basic Customization window where I can choose the Layout Designer Tab.

In this exercise using the sample company file, I am going to move the Phone # and Invoice To fields and decrease the width of the Quantity column.

In the Layout Designer window I can Zoom In or Out to view more or less of the form. What I am going to do next is move a couple of fields down about one inch.

To do this I will click on the Invoice To field, press and hold the Shift key. By holding down the Shift key I can select multiple fields and also move them together.

The data field below that says “This is sample text”, I will also click on, as these two fields should now like the screen shot up above. I will then release the Shift key.

If I move the cursor over the selected fields a four directional arrow will appear. With the cursor over the fields, I will press and hold the left mouse button, drag the fields down about an inch and release the mouse button. It should now look like the screen shot to your left.

I’m now going to insert the telephone number that is at the bottom of the form and place it below the address field that is in the top left corner. To do this I will Zoom out a couple of times so that I can see the whole form.

Select the Phone # field and click on Remove at the top of the page. I will then select the phone number which is 555-555-5555 and while holding down the mouse button drag the field and place it just below the address field.

To complete this exercise I am going to shrink the address field just a bit by moving the mouse over one of the corner dark squares that outlines the address field, and dragging it up a bit to reduce the size of the field.

To save this I will click on OK tab at the bottom of the screen.

Next up – Changing field widths.

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6 Responses to “Designing Custom Form Layouts in QuickBooks”

  1. What a lovely weblog. I will surely be back. Please preserve writing!

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  3. Erin Milligan says:

    At our office we have a template that we use, but I wonder if you know how we can resolve an issue with our logo image. If we print directly from the invoice, the image is fine, but if we email the form, the image is non-existent, instead showing a black rectangle. My immediate assumption is that there is an issue with the PDF printing function. However, I am not sure. Have you heard of this problem?

    • Larry Johnson says:

      Hi Erin, no I haven’t, but try saving the logo in a different format such as jpeg, bitmap or tiff and adding that to your template. If you copied this problem logo from a Word document that could also be a an issue.
      Let me know how you make out.

  4. Can you think of a reason that when I change the alignment in a column in layout designer (Quickbooks Pro 2013) the alignment does not change? Also sometimes one number in the column will be centered then the rest will be aligned right. I am knowledgable about this program…just am stuck on this problem. Thanks in advance.

    • Hi Barbara, hard to tell without actually seeing your settings. I will give you a few assumptions. Possibly you did not save it. In your template where it has the Description, Quantity, Amount, Rate fields, when you want to change the alignment you have to make sure you are highlighting (a bunch of little boxes surround the highlighted area) that particular column, box, or field, then right click on your mouse, Properties, Text, and tag the button on which type of Justification you want. Then chose OK. Hope that answers your question.

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