Lists

Related topics

See a list of fields for the main lists

Get help for the Settings window for a list

You can use Lists to see full-screen lists of records and transactions for your company, including Customers, Contacts, Quotes, Proposals, Sales Orders, Sales Invoices, Receipts, Deposits, Credit Memos, Sales Tax IDs, Sales Tax Agencies, Vendors, Purchase Orders, Purchases, Payments, Write Checks, Vendor Credit Memos, Employees, Paychecks, Chart of Accounts, General Journal Entries, Inventory and Services, Inventory Adjustments, Item Sales History, Time Tickets, Expense Tickets, Jobs, Phases, Cost Codes, and Change Orders. There are also Lists for Notification Rules and Notifications.

These lists are extremely versatile and you can customize them by adding fields, deleting fields, rearranging the order of the fields, and changing the sort order of records. In addition, you can add, and edit records right from the list. Finally, you can perform several tasks using the data for a particular record. For instance, you can create a Sales Invoice from the Customer List.

To open a list

You can customize your list in many ways. Any changes you make will be saved specifically for you, and all users can have different settings depending on their access rights to the company data. In addition, if you have several companies, you can have different settings for each list for each company.

  1. Display the list you want to customize.
  2. Click the Settings button in the toolbar. This will open the Settings window. On the right is a list of the fields that are currently displayed. On the left is a list of other fields that you can select.
  3. Click a field from the list to the left to select it.
  4. Click Add. This will move that field to the right.
  5. Repeat these steps to add further fields.
  6. Click OK. when you are done.
  1. Display the list you want to remove fields from.
  2. Click the Settings in the toolbar. This will open the Settings window. To the right is a list of fields currently displayed; to the left is a list of fields that can be added.
  3. Click the field you want to remove from the list on the right to select it.
  4. Click Remove. This will remove it from the list and move it to the list on the left.
  5. Repeat these steps to remove other fields.
  6. Click OK. when you are done.

You can rearrange the fields from left to right in two ways:

  • Simply click a field label, holding the mouse button down, and drag the field to the new spot.
  • Click the Settings button and use the Move Up and Move Down buttons to move the fields on the list to the right up and down. Click OK when you are done rearranging the fields in this way.

To change the order in which records sort, either ascending or descending, and the field on which they will sort, simply click the field label that you want to use for sorting. This will bring up an arrow triangle, pointing up, showing that records are now sorted by this field in an ascending order, that is, from a to z. Click the field label again to change the sort order to descending, from z to a.

  1. Place the cursor over the vertical bar in the heading to the right of the field you want to widen or make thinner. The cursor will change to a double-vertical bar with arrows at each end.
  2. Click and hold the left mouse button.
  3. Drag the vertical bar to the right or left to modify the width of the field.
  1. Select the list you want to add a record to.
  2. Click the New button. This will open the associated Maintain window for the list.
  3. Enter the data on the Maintain window.
  4. Save the new record. It will be added to this list.

Note: You can also open the Maintain window by right-clicking the mouse and selecting Add New Customer.

  1. Highlight the record you want to edit.
  2. Click the Open button in the toolbar. This will open the Maintain window with the data of the record.
  3. Make the change in the Maintain window.
  4. Save the changes.

Note: You can also open a record simply by double-clicking it in the list.

  1. Highlight the transaction you want to copy.
  2. Click the Copy button.
  3. The new transaction will open in the transaction screen.
  4. Edit the transaction as necessary.
  5. Click Save.

Note: You can also select a transaction in the list and right-click to choose to copy it.

Use the search features to find information on a list. For transactions, such as sales invoices, you can search by Date Range, Status, and/or a particular piece of information. For records, you can search for a particular piece of information.

  1. Select a Date Range and/or Status, if necessary.
  2. Use the Search For field to enter a piece of information about the transaction.
  3. Select the field that this piece of information applies to in the field to the right.
  4. Click Search.
  5. All transactions that have that value in the specified field will be displayed on the grid. All others will disappear. To refresh the list with all transactions, click the Clear button.

This field is not case sensitive. Typing land, for instance, will call up values with land, Land, and LAND for the field specified.

You can do searches for multiple items also. For instance, you want to find all invoices with an ID between 10200 and 10299. You can type 102 in the Search For field and select Invoice ID. Then click Search. All invoices with 102 as part of the Invoice ID will appear.

  1. Enter the piece of information you are looking for in the Search For field.
  2. Select the type of information from the field to the right.
  3. Click Search.
  4. All records that have that value in the specified field will be displayed on the grid. All others will disappear. To refresh the list with all records, click the Clear button.

This field is not case sensitive. Typing land, for instance, will call up values with land, Land, and LAND for the field specified.

Tip: You can do searches for multiple items also. For instance, you want to find all invoices with an ID between 10200 and 10299. You can type 102 in the Search For field and select Invoice ID. Then click Search. All invoices with 102 as part of the Invoice ID will appear.

  1. Select the list you want to print.
  2. Click the Print button in the toolbar.
  3. Make your print selections and click Print.
  1. Display the list you want to email.
  2. Click the Send to button to display a drop-down list of options.
  3. Select the Email option.
  4. Make any selections and click Email.
  1. Display the list you want to export.
  2. Select Send To in the toolbar.
  3. Select Excel.
  4. Make your selections and click OK.
  1. Display the list you want to convert.
  2. Click the Send To button in the toolbar.
  3. Select PDF.
  4. Make your selections and click OK.
  5. Specify where you want to save the list and what its name should be. Then click Save.
  1. Highlight the Record that you want to use.
  2. Click one of the task links in the pane at the left of the List window. This will open the appropriate Task window with the fields populated with data from the selected record.

A list of the most commonly-used reports for the current list appears in the pane on the left. To view one of these reports, simply click the report name.