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How Do I Resort Lists?

Chief Mechanic · September 11, 2010 ·

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:

Customers:Jobs
Vendors
Employees
Other Names
Accounts
Items
Memorized Reports
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:

Open the Write Checks window by clicking on Banking->Write Checks or using the keyboard shortcut Ctrl + W
In the Pay to the Order of field, click Ctrl + L
Opt to include inactive list entries by clicking the Include Inactive checkbox
Click the Name button and choose Re-sort List from the menu
Click Ok to resort the lists
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 Do I Manually Close a Line Item On a Purchase Order?

Chief Mechanic · September 11, 2010 ·

To manually close a line item on a purchase order in QuickBooks, follow these steps:

Locate the purchase order in the Create Purchase Orders window
Locate the line item you wish to manually close
At the far right of the Create Purchase Orders window, place a check mark in the Clsd column on that line
Save your work by pressing either the Save & Close or Save & New button
QuickBooks will show the Recording Transaction window, advising you that you changed the purchase order
Click Yes to finish saving your work

QuickBooks Premier 2009 Close Purchase Order Line Item

Keep in mind that purchase orders are non-posting transactions. Once you’ve completed the above steps, QuickBooks will automatically reduce the Quantity on Purchase Order by the amount on the line item manually closed.

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Can I Produce an Inventory Stock Status Report for a Single Vendor and a Range of Items?

Chief Mechanic · September 11, 2010 ·

Without a custom report, you can’t produce that exact report: an inventory stock status for a single vendor and a range of items.

Let’s review the flexibility available when generating the default report by visiting the Reports->Inventory->Item Stock Status by Item menu and clicking on the Modify Report… button.

To change what records are reported, click the Filters tab.

Multiple filters can be applied to narrow the records reported. Unfortunately, this report does not offer the ability to choose the vendors whose products are included on the report, just a single Vendor Type. In this example, we’ll choose vendors whose Vendor Type is set to Materials.

QuickBooks Premier 2009 Report Inventory Stock Status by Item Vendor Type

Like our first filter, our second filter doesn’t perfectly address the requested report, but it comes fairly close. Move the slider in the Choose Filter box to Item and click on the pull down to select the type of filter to be applied to that entry. The off-the-shelf QuickBooks report can’t filter a range of items with starting and ending points on the range. This would be a practical necessity if there were a large number of items in the range. However, the filter can select all of 1 item type, such as all services, or multiple items. If the desired range is small, choosing individual items has the same practical effect as entering a range. In this example, we’ve selected 4 items: Cabinets, Cabinet Pulls, Light Pine, and Door Frame.

QuickBooks Premier 2009 Report Inventory Stock Status by Item Select Items

With those settings, our report will include those 4 items that also have a Vendor Type set to Materials.

QuickBooks Report Inventory Stock Status by Item Filtered

Our filtered Inventory Stock Status by Item report doesn’t perfectly match the requested report, but we’ve managed to narrow the information reported considerably. If you need to filter this information based on Vendor (rather than Vendor Type) and need to include a range of items because the number of items is too large to select individually, we can design a custom report that extracts just the information you need.

If you’d like more information on a custom report, just send us an email or submit our contact form.

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Are Credit Card Charges Included On a Cash Basis Report?

Chief Mechanic · September 5, 2010 ·

Yes, credit card charges are included on a cash basis report in QuickBooks.

Credit card charges are generally considered paid for tax purposes when charged, and this is how QuickBooks treats these expenses.

An internet search on this topic reveals a variety of unsupported claims about the application of this accounting treatment, specifically that it varies by the type of card issuer or the type of card. The claims we’ve investigated are unsupported. Simply put, credit card or other charge card purchases are considered paid for tax purposes when charged, and that treatment does not depend on the card type or card issuer.

Intuit offers additional explanation for the treatment of credit card charges in this Intuit knowledge base article.

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How Do I Receive a Special Order Item On a Sales Order In POS?

Chief Mechanic · August 26, 2010 ·

To receive a special order item into inventory that has been ordered by a customer (i. e., on a sales order in POS), start by clicking the Receive Items button or visiting the menu selection Purchasing->New Receiving Voucher. Note that the buttons visible on the toolbar are configurable, so you may need to modify your toolbar to see the Receive Items button.

This article is part of a related series of articles covering adding a new sales order with a special order item, generating a purchase order for that item and emailing it to the vendor, receiving the special order item into inventory, and recording the sale or shipment.

There are many ways to start the receiving process. In this example, we’ll begin by searching for or entering the purchase order (PO) number. That’s the number on which we ordered the goods being received. Once POS locates the PO, we have a choice of receiving All Items or Selected Items.

QuickBooks POS 8 New Receiving Voucher Sales Order

We’ll click Selected Items to enter the items and quantities received. If there were multiple items or partial deliveries from vendors, the Select Items to Receive window provides an ability to record exactly what was received. Since we only had 1 item on our order, and the quantity ordered was only 1, we’ll click Select All to speed up receiving the special order item into inventory.

QuickBooks POS 8 New Receiving Voucher Sales Order 2

Because this item was a special order for a specific customer, POS displays that customer and provides the ability to view the customer order by clicking the Show Cust Order button. This helps to insure that the goods received match what the customer ordered and to contact the customer to arrange for delivery or pickup.

QuickBooks POS 8 New Receiving Voucher Sales Order 3

Because the cost of this item ($50) is different from what we recorded when we added the special order item, POS provides an opportunity to update item prices before saving this voucher. This is a valuable tool to insure that costs and prices have a rational relationship.

Click Save Only or Save & Print to complete receiving this shipment into inventory. All that remains of the process of taking and fulfilling a customer order for a special order item is to deliver the goods to the customer and record the shipment.

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