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Detailed Field Listings - Settings and Miscellaneous

This section contains record types that don't easily fit in other categories - as well as settings.

Other names are people and/or companies other than customers, vendors, and employees. To do notes are simple reminder notes. Company contains fields about the user company itself.

Settings contains most of the file settings that can be set with the File / Preferences... menu.

Contents
Other Names
Shipping Methods
Payment Methods
To Do Notes
Company
Settings

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Other Names

OtherNames are companies and/or people (similar to customers, vendors, and employees) that have not been more specifically classified.

They are also often used for business owners and occasionally for other miscellaneous people and or companies. Typically, any entity entered as an OtherName can be later 'promoted' to a customer, vendor, or employee later if needed.

Fields in record type: OtherName
Field Name Type How Used Description
nKey Long Req Unique record identifier within this record type
sListID S36 Req Unique record identifier within QuickBooks file. Combination of object ID and creation time, separated by a hyphen.
sName S41 Req Name used for this entity
sCompanyName S41 Opt Full name of this company
sSalutation S15 Opt Salutation for contact (Mr., Mrs., Dr. etc.)
sFirstName S25 Opt First name of person
sMidName S5 Opt Person's middle name or initial
sLastName S25 Opt Person's last name
sAddr1 S41 Opt 1st address line
sAddr2 S41 Opt 2nd address line
sAddr3 S41 Opt 3rd address line
sAddr4 S41 Opt 4th address line
sAddr5 S41 Opt 5th address line - typically city, state, zip in <2004 versions.
sCity S31 Opt City
sState S21 Opt State
sPostalCode S13 Opt Zip or postal code
sCountry S31 Opt Country
sAddrNote S41 Opt Note associated with address
sContact S41 Opt Primary contact name
sPhone S21 Opt Main telephone number
sPhoneFax S21 Opt Fax telephone number
sPhone2 S21 Opt Second telephone number
sContact2 S41 Opt Secondary contact name
sEmail S1023 Opt Email address
sNoteAccount S99 Opt Account field - miscellaneous data. Sometimes used for account number.
sNotes S4096 Opt Memo notes about this other name
bInactive Bool OptDftF T if currently inactive (Inactive checkbox is checked)

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Shipping Methods

Shipping methods are typically names of carriers used to send products to customers - such as UPS and Federal Express.

They are not nested and do not affect transaction processing.

Fields in record type: ShipVia
Field Name Type How Used Description
nKey Long PKey Unique shipping method record identifier
sListID S36 Req Unique record identifier within QuickBooks file. Combination of object ID and creation time, separated by a comma.
sName S15 Req Name of this shipping method
bInactive Bool OptDftF T if currently inactive (Inactive checkbox is checked)

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Payment Methods

Payment methods are different ways used by customers to make payments - such as cash, check, or VISA. They are used for creating reports and for sorting deposits.

They are not nested and do not affect transaction processing. Also, payment methods are only used for transactions with customers - they are not used in vendor transactions.

Fields in record type: PayMeth
Field Name Type How Used Description
nKey Long PKey Unique customer payment method record identifier
sListID S36 Req Unique record identifier within QuickBooks file. Combination of object ID and creation time, separated by a hyphen.
sName S31 Req Name of this payment method
sPayMethType S15 Opt Type of payment method. One of { AmericanExpress, Cash, Check, DebitCard, Discover, ECheck, GiftCard, MasterCard, Other, OtherCreditCard, Visa }
bInactive Bool OptDftF T if currently inactive (Inactive checkbox is checked)

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To Do Notes

To Do Notes are simple notes that can be used as reminders. Besides the text of the note itself, each can have an optional date for the next reminder and a flag to indicate it has been done.

These are independent of other data in the QuickBooks file. The do not affect transaction processing.

Fields in record type: ToDoNote
Field Name Type How Used Description
nKey Long PKey Unique to do note record identifier
sListID S36 Req Unique record identifier within QuickBooks. Combination of object ID and creation time, separated by a hyphen.
sDescr S4096 Req The to do note
dRemind Date Req Reminder date
bDone Bool OptDftF T if task has been completed
bInactive Bool OptDftF T if currently inactive (Inactive checkbox is checked)

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OfficeQ Overview

Company

Record type Company contains fields about the user company itself. These can be edited through the File / Company Info... menu.

Many of these fields are used to identify the user company when documents are printed. There are also tax related fields and state related fields that must be setup before sales and payroll taxes can be processed.

Fields in record type: Company
Field Name Type How Used Description
nKey Long PKey Not needed (table always has one record). Value = 1.
sCompanyName S59 Opt Billing company name
bSample Bool Opt T if this is an Intuit sample company. Note that payroll is always available for testing with these files - even without payroll subscription.
sAddr1 S41 Opt Main address - 1st line
sAddr2 S41 Opt Main address - 2nd line
sAddr3 S41 Opt Main address - 3rd line
sAddr4 S41 Opt Main address - 4th line
sAddr5 S41 Opt Main address - 5th line
sCity S31 Opt Main address - city
sState S21 Opt Main address - state
sPostalCode S13 Opt Main address - zip or postal code
sCountry S31 Req Country company is in One of "US", "Canada", or "Other".
sAddrNote S41 Opt Note for address
sLegalName S59 Opt Legal company name
sLegalAddr1 S41 Opt Legal address - 1st line
sLegalAddr2 S41 Opt Legal address - 2nd line
sLegalAddr3 S41 Opt Legal address - 3rd line
sLegalAddr4 S41 Opt Legal address - 4th line
sLegalAddr5 S41 Opt Legal address - 5th line
sLegalCity S31 Opt Legal address - city
sLegalState S21 Opt Legal address - state (typically 2 char - like CA)
sLegalPostalCode S13 Opt Legal address - zip or postal code
sLegalCountry S31 Opt Legal address - country
sLegalAddrNote S41 Opt Legal address - note
sShipAddr1 S41 Opt Customer address - 1st line (Address where this company receives mail from it's customers).
sShipAddr2 S41 Opt Customer address - 2nd line
sShipAddr3 S41 Opt Customer address - 3rd line
sShipAddr4 S41 Opt Customer address - 4th line
sShipAddr5 S41 Opt Customer address - 5th line
sShipCity S31 Opt Customer address - city
sShipState S21 Opt Customer address - state
sShipPostalCode S13 Opt Customer address - zip or postal code
sShipCountry S31 Opt Customer address - country
sShipAddrNote S41 Opt Customer address - note
sPhone S51 Opt Main telephone number
sPhoneFax S51 Opt Fax telephone number
sEmail S1023 Opt Email address for company
sWebSite S128 Opt Web site address (URL) for company
sFiscalMonth S3 Req First month in fiscal year. Valid values: one of { Jan, Feb, Mar, Apr, Maj, Jun, Jul, Aug, Sep, Oct, Nov, Dec }
sTaxMonth S3 Req First month in income tax year. Valid values: one of { Jan, Feb, Mar, Apr, Maj, Jun, Jul, Aug, Sep, Oct, Nov, Dec }
sCompType S255 Opt Type of company as selected from Intuit list when company was setup
sFederalNum S20 Opt Federal ID (like ##-####### or ###-##-####)
sSSAN S11 Opt Social Security number
sTaxForm S6 Req Income tax form used. Valid values: one of { 1120, 1120S, 1065, 990, 990-PF, 990-T, 1040, None }
nServiceCnt Long Opt Count of services listed. The list includes all services available when the list was created - regardless of whether or not a service has been or is being used. There is no fixed maximum count, but typical newer files have 15 to 20.
sServiceName1 S50 Opt Name of service. Examples: QuickBooks Online Banking, QuickBooks Online Billing, QuickBooks Payroll Service, Merchant Account Service
sServiceDomain1 S50 Opt Domain of service. Examples: banking.qb, billing.qb, billpay.qb, payroll.qb
sServiceStatus1 S10 Opt Current status of service. One of: { Active, Expired, Never, Pending, Suspended, Terminated, Trial }
bAcctCopyExists Bool OptDftF T if accountant copy exists
dAcctCopyDivDate Date Opt Fiscal period within which the accountant is working (if accountant copy exists)

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OfficeQ Overview

Settings

Settings includes all other fields that exist only once for each QuickBooks file. They include the following areas: name and version of QuickBooks program used on file, file location on computer, and most of the more important preferences that are set using the File / Preferences menu.

Data is extracted from the Settings record type differently than for other record types because of the large number of fields. There are 5 different subsections that each return a different set of fields. For each subsection, a unique record nKey value is passed and the appropriate set of fields is returned. Note that the set of fields is different for each record.

Fields in record type: Company
Field Name Type How Used Description
nKey Long PKey all: Main key for record. Note that fields available are different for each record (unlike other record types). The 'rec n:' prefix for each field denotes which record contains that field name.
sName S10 Req all: Name of settings record. These are fixed, depending on nKey as follows: 1=System, 2=File, 3=Accounting, 4=Taxes, 5=Other. These were done to categorize preferences. Note that the fields available are different for each record - which is different than other OfficeQrecord types and not normal database structuring.
sProduct S64 Req rec 1: Name of QuickBooks product being used - such as "QuickBooks Pro 2008"
rVersion Doub Req rec 1: QuickBooks file version. Examples: 18.0 = QuickBooks 2008, 20.0 = QuickBooks 2010
sCountry S2 Req rec 1: QuickBooks product country being used. One of: { US, CA, UK, AU }
sFileName S255 Req rec 1: Path of QuickBooks (.QBW) file. File name (including normal path) of QuickBooks data file. Example: "E:\BusFiles\USSteel_2009.qbw".
sUncFileName S128 Req rec 1: UNC path of QuickBooks (.QBW) file. File name (including UNC path - with machine name) of QuickBooks data file. Example: "\\Potlatch\BusFiles\USSteel_2009.qbw".
bAutoLogin Bool OptDftF rec 2: Automation - T if applications can programmatically open and access this company file. This is false for any new file and must always be set before an application can open the file programmatically. Typically needs to be set again if the file is moved to another computer or folder.
sAutoLoginName S29 Opt rec 2: Personal - User name allowed to use auto login
bPersDataAccess Bool OptDftF rec 2: Personal - T if personal sensitive data can be accessed which includes some transaction types, such as payroll. Note that if this is false - no payroll data will be available - even if the computer has a current payroll subscription.
nVersion Long Req rec 2: Numeric version of file. Not always accurate.
sVersionHex S?? Req rec 2: Hex of numeric version of file. Not always accurate.
bAcctNumbers Bool OptDftF rec 3: Accounting - T if account numbers are being used
bRequireAccts Bool OptDftF rec 3: Accounting - T if accounts are required whenever a transaction is entered through the user interface.
bClassTrack Bool OptDftF rec 3: Accounting - T if class tracking is being used
bAuditTrail Bool OptDftF rec 3: Accounting - T if audit trail is being used
bAssignGLEntry Bool OptDftF rec 3: Accounting - T if QuickBooks will automatically assign a number to each journal entry.
dClosing Date Opt rec 3: Accounting - Company closing date set in the file
bMultiCurrencyOn Bool OptDftF rec 3: Accounting - T if multicurrency is used in this file
kHomeCurrency Long Opt rec 3: Accounting - nKey of home currency
sAgeReportsFrom S9 Req rec 3: Reports - Aging of Reports. One of { DueDate, TransDate }
sSmryReportBasis S7 Req rec 3: Reports - Summary Reports Basis. One of { Accrual, Cash }
kItemDfltTax Long Opt rec 4: SalesTax - Default sales tax code for sales.
sPaySalesTaxFreq S9 Req rec 4: SalesTax - How often sales tax is paid to tax vendor. One of { Monthly, Quarterly, Annually }.
kTaxDfltTax Long Opt rec 4: SalesTax - Default sales tax code for taxable sales
kTaxDfltNonTax Long Opt rec 4: SalesTax - Default sales tax code for non taxable sales
bTaxUseVendCode Bool OptDftF rec 4: SalesTax (Canadian only) - T if using vendor tax code
bTaxUseCustCode Bool OptDftF rec 4: SalesTax (Canadian only) - T if using customer tax code
bTaxAmountIncTax Bool OptDftF rec 4: SalesTax (Canadian only) - T if amounts include tax
rAnnualRate Doub OptDft0 rec 5: FinChrg - Annual Interest Rate (%)
mMinFinCharge Curr Opt rec 5: FinChrg - Minimum Finance Charge
nGracePeriod Long Req rec 5: FinChrg - Grace Period (days)
kAcctFinCharge Long FKeyOpt rec 5: FinChrg - Finance Charge Account
bAssessFinCharge Bool OptDftF rec 5: FinChrg - Assess finance charges on overdue finance charges
sCalcChargeFrom S8 Req rec 5: FinChrg - Calculate statement charges from { DueDate, BillDate }
bMarkFinCharge Bool OptDftF rec 5: FinChrg - T if all new finance charge invoices are marked "To be printed".
bEstimates Bool OptDftF rec 5: Jobs/Ests - Do You Create Estimates?
bProgressInvoice Bool OptDftF rec 5: Jobs/Ests - Do You Do Progress Invoicing?
bNoPrintZeroAmount Bool OptDftF rec 5: Jobs/Ests - Don't print items that have zero amount
bInventory Bool OptDftF rec 5: Purch: Inventory and purchase orders are active
nBillsDue Long OptDft0 rec 5: Purch: Bills are due ___ days after receipt
bUseDiscounts Bool OptDftF rec 5: Purch: If T, QuickBooks will automatically apply available vendor discounts or credits to a bill as it is being paid.
kAcctDfltDiscount Long FKeyOpt rec 5:: Purch: Account used to track vendor discounts
kDfltShipVia Long FKeyReq rec 5: Sales - nKey of usual shipping method
sDfltFOB S13 Opt rec 5: Sales - Default site from which invoiced products are shipped.
rDfltMarkup Doub Opt rec 5: Sales - Default Markup Percentage
bTrackReimbursed Bool OptDftF rec 5: Sales - Track reimbursed expenses as income
bApplyPayments Bool OptDftF rec 5: Sales - If T, customer's payments are automatically applied to outstanding invoices - beginning with oldest.
bUsePriceLevels Bool OptDftF rec 5: Sales - T if price levels have been turned on for the company file.
bRoundDollar Bool OptDftF rec 5: Sales - If T, amounts are rounded up to nearest whole dollar for fixed percentage (only) price levels.
sTimeFirstDay S9 Req rec 5: TimeTrack - First day of weekly timesheet period

Contents of this page
OfficeQ Overview