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How Do I Resort Lists?

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Lists are one of the foundations of QuickBooks, and from time to time they can become out of order.  That’s when they need to be resorted.  Some common indicators that it’s time to resort your lists include:

  • the list itself is out of order
  • an element is missing
  • new entries in a list appear at the top of the list instead of in their sorted order
  • you can’t turn on the account number preference
  • selecting a Customer:Job, Vendor, or Employee in a Center fails to display existing transactions for that name
  • Names don’t properly auto-fill when entering a Name filter on the Advanced tab of the Edit->Find… function

Resorting any list will undo any special order you’ve applied to the list, and this activity can’t be done in multi-user mode.  It’s always a good idea to backup your company file before undertaking an action that can’t be undone.

There are 8 lists that can be resorted. They are:

  1. Customers:Jobs
  2. Vendors
  3. Employees
  4. Other Names
  5. Accounts
  6. Items
  7. Memorized Reports
  8. Memorized Transactions

Since this technique is often used to address possible data corruption, we’ll outline the most efficient technique to resort multiple lists, but you can also choose to resort an individual list by opening up a Center and right clicking on a list element.

The first 4 lists are collectively referred to as Names or Entities, and there’s an easy way to resort these 4 lists:

  1. Open the Write Checks window by clicking on Banking->Write Checks or using the keyboard shortcut Ctrl + W
  2. In the Pay to the Order of field, click Ctrl + L
  3. Opt to include inactive list entries by clicking the Include Inactive checkbox
  4. Click the Name button and choose Re-sort List from the menu
  5. Click Ok to resort the lists
  6. Uncheck the Include Inactive checkbox

The screenshot below shows the combined Name list in Step 4:

QuickBooks Enterprise Solutions 10 Resort Name List

Our related article explains how to provide easy access to this combined list of all Names.

Resorting the Chart of Accounts and Items lists follow similar procedures, except each of these lists will have to be resorted individually.  To access the Chart of Accounts, click the Lists->Chart of Accounts menu selection or use the keyboard shortcut Ctrl + A.  To access the Items list, click Lists->Items.  Opt to include inactive list entries, resort the list from the button in the lower left of the window, and uncheck the Include Inactive checkbox before proceeding to the next list.

Resorting Memorized Reports and Memorized Transactions are similar to the above steps, except there’s no need to include inactive list entries since they’re not allowed on these lists.  To access Memorized Reports, click the Reports->Memorized Reports->Memorized Report List menu selection; to access Memorized Transactions, click Lists->Memorized Transactions or use the keyboard shortcut Ctrl + T.

After resorting lists, close and reopen your company file (.qbw) to insure that all changes are successfully written to disk.

Resorting lists is discussed in this Intuit knowledge base article.

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How Can I Record Vehicle Mileage As a Reimbursable Expense?

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To record vehicle mileage as a reimbursable expense, you first need to set up the vehicle in the Vehicle List and the Service or Other Charge Item that represents the rate at which customers will be invoiced for mileage. 

Once these preliminary steps have been completed, click on the Company->;Enter Vehicle Mileage… menu selection to record the mileage for a trip.

To make this trip a reimbursable expense, be sure to check the Billable checkbox, specify the appropriate Customer:Job, and choose the Item you previously created that is the source for your invoice description and the rate at which you will invoice your customer.  Enter your Notes for the trip – you’ll have the option of incorporating this information into the customer invoice later.

QuickBooks Premier 2009 Enter Vehicle Mileage Billable

Click the Save & Close or Save & New button to save your work.

Next, click on the Customers->Invoice for Time & Expenses menu selection to start a new customer invoice and add mileage expenses to it.  Select the Mileage tab.  Unlike reimbursable expenses that appear on the Expenses or Items tabs, you have more control over how information is transferred to a customer invoice for expenses that appear on the Time or Mileage tabs.

QuickBooks Premier 2009 Choose Billable Mileage

Click the Options… button to specify how information will be transferred to a customer invoice.  You can opt to use the Notes you entered when you recorded the mileage (Transfer activity notes), use the description you specified when you created the Item (Transfer item descriptions), or both (Transfer both notes and descriptions).  You can also choose to have each trip appear as a separate line item or to combine trips that use the same service item and rate.  If you opt for the latter, only the item description will appear on the customer invoice.

QuickBooks Premier 2009 Options for Transferring Billable Mileage

Click Ok to close the Options for Transferring Billable Mileage window.

Select the mileage expense items that you’d like to include on a customer invoice and click Ok.  The expense items you selected will appear using the options you specified.  Complete the invoice and save your work.

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How Do I Manage the Vehcile List?

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QuickBooks maintains a Vehicle List and can track the mileage for those vehicles, as well as help to charge customers or clients for mileage recorded.

The Vehicle List tracks 3 simple pieces of information about a vehicle: the name, the description, and the active status.

To manage the Vehicle List, click on the Lists->Customer & Vendor Profile Lists->Vehicle List menu selection.

QuickBooks Premier 2009 Vehicle List

Click on the Vehicle button to add, edit, delete, or change the active status of list entries.

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How Do I Prepare To Charge Customers For Mileage?

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The first step to charge customers or clients for vehicle mileage is to create a new Item with a type of Service or Other Charge.  The Sales Price that you enter for this Item will be the price charged to the customer for mileage.

QuickBooks maintains a separate list of Mileage Rates, but these rates are not automatically used to invoice customers.  Instead, they’re just a reference for the historical rates allowed by taxing authorities.

Click on Lists->Item List to add a new Item.  Be sure to specify the Type as Service or Other Charge, and to select the This item is used in assemblies or is a reimbursable charge checkbox just below the Item Name/Number field.

Specify both an Expense Account and an Income Account for the Item you create.  Enter the description you’d like to appear on customer invoices and the rate you’d like to charge customers for mileage in the Sales Information block.

QuickBooks Premier 2009 New Item Mileage

Click Ok to save the Item.

You’ll use this item code on customer invoices and to identify those mileage expenses that will be billed to a customer as a reimbursable expense.

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How Can I Display a List of All Names?

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In QuickBooks, Customers, Customer:Jobs, Vendors, and Employees are called Names.  In transaction entry screens, the selection of a Name is filtered to include only the type of Names normally associated with that transaction type.  For example, when entering a Vendor Bill, the selection of a Name is filtered to only include Vendors.

Sometimes, it’s helpful to be able to review a list of all Names in one place, especially when trying to follow a consistent pattern if an entity appears on more than 1 list.

To display a list of all Names, follow these simple steps:

  1. Open the Write Checks window by clicking on the Banking->Write Checks menu selection or using the keyboard shortcut Ctrl + W
  2. In the Pay to the Order of field (ie, the check payee), use the keyboard shortcut Ctrl + L to display a list of all Names
  3. Add the Name List window to the Icon Bar by clicking on the View->Add “Name List” to Icon Bar… menu selection
  4. Assign a Label and Description to the new window
  5. Optionally, change the default icon selection that will appear in the Icon Bar to represent the Name List
  6. Click Ok

You now have a list of all Names in an easy-to-access window. The list provides a consolidated window of 4 pieces of information: Active Status, Name, Name Type, and Balance Total.

QuickBooks Enterprise Solutions 10 Name List

Note that the Write Checks window was used to access all Names because a check can be written to all of the different Name types and by-passes the filtering set by QuickBooks on different transaction types.

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