Lists: The ABCs
- What are lists?
- How to use lists
- Tips and Tricks
Lists are one of the most important areas in QuickBooks. Your lists are where the things you use in just about any transaction live. Take an invoice, for example. The "Bill to" name, item, description, rate, tax, payment terms, customer message, anything you select from a dropdown list, are all set up on a list.
You can get to any list from the List menu.
Find out more about each list:
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You can perform these tasks in your lists:
-
Add an entry to the list. Click the + menu at the bottom of the list.
-
Edit an entry. Select an entry on the list and then click Edit.
- Search for an entry. Use the search field in the top right corner or the list to find the item you need. Or you can search throughout QuickBooks.
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Change the view. By default, QuickBooks lists names in a hierarchy. For example, subitems are listed under the item they are a subitem of. Click the arrow beside a name to view the names in the hierarchy below them. You can also choose Flat View from the Action menu (
) which lists each name plus the name below it in the hierarchy. You can change the view by selecting Hierarchical View or Flat View from the Action menu.
- Print, Save, or Email the list. Control-click in the list and select commands to print, save, or email what is currently displayed on the list. For example on the Item list, control-click the name of an item and then select Print Item List, Save Item List as Text, and Email Items List as PDF.
- View only active or inactive names. Use the filters at the bottom of the list to view only active or inactive names.
-
Display a QuickReport. Create a report for a selected name that lists year-to-date income and expense transactions for the class you've selected. Select a name and then click QuickReport from the Action menu (
).
- Revert a list back to its default sort order. With the list open, choose Edit > Re-sort List.
Try these tips and tricks to make using the lists even easier.
- Sort information by clicking the column titles.
- Rearrange the columns by clicking and dragging the top of a column to move it to another location.
- Select multiple entries in one of these ways:
- Shift-click to select a range of names. Select the first name you want, hold down the Shift key, and then select the last name in the range.
- Command-click to select a group of nonadjacent names. Select a name, hold down the Command key (
), and then select each additional name.
- Command-A to select all names. No need to click; just press Command-A to select the entire list.
- Control-click anywhere in the list to access a shortcut menu to common tasks.