Lists
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
- Select List
from the menu bar; then select the list you want to open from the cascading
menus.
- Select the list option from the navigation aid.
- Select List from a record or task toolbar.
Learn More
Customize 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.
How do I
add fields to the list?
You can add fields to a list by following
these steps.
- Display the list you
want to customize.
- Select 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.
- Click a field from
the list to the left to select it.
- Click Add.
This will move that field to the right.
- Repeat these steps
to add further fields.
- Click OK.
when you are done.
How do I
remove fields from the list?
You can remove fields from the list by following
these steps.
- Display the list you
want to remove fields from.
- Click the Settings
button 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.
- Click the field you
want to remove from the list on the right to select it.
- Click Remove.
This will remove it from the list and move it to the list on the left.
- Repeat these steps
to remove other fields.
- Click OK.
when you are done.
How do I
rearrange the data on the list?
What do you want to do?
Rearrange
the fields
You can rearrange the fields from left to
right in two ways:
1) Simply click a field label, holding the
mouse button down, and drag the field to the new spot.
2) 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 downClick OK.
when you are done rearranging the fields in this way.
Change the
order in which records sort
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.
How do I
resize a column?
You can resize a column by following these
steps:
- 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.
- Click and hold the
left mouse button.
- Drag the vertical
bar to the right or left to modify the width of the field.
Add a record to a list
To add a record to the list
- Select the list you
want to add a record to.
- Click the New
button. This will open the associated Maintain window for the list.
- Enter the data on
the Maintain window.
- 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.
Edit
a record on a list
To edit a record in the list
- Highlight the record
you want to edit.
- Click the Open
button in the toolbar. This will open the Maintain
window with the data of the record.
- Make the change in
the Maintain window.
- Save the changes.
Note: You can also open a record simply by double-clicking it in the list.
Copy a transaction in a list
- Highlight the transaction you want to copy.
- Click the Copy button.
- The new transaction will open in the transaction screen.
- Edit the transaction as necessary.
- Click Save.
Note: You can also select a transaction in the list and right-click to choose to copy it.
Find
information in a list
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.
Search for a Transaction
- Select a Date
Range and/or Status, if
necessary.
- Use the Search
For field to enter a piece of information about the transaction.
- Select the field that
this piece of information applies to in the field to the right.
- Click Search.
- 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.
Search for a Record
- Enter the piece of
information you are looking for in the Search
For field.
- Select the type of
information from the field to the right.
- Click Search.
- 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.
Print, email, or export
a list
Print a
list
To print a list
- Select the list you
want to print.
- Click the Print
button in the toolbar.
- Make your print selections
and click Print.
Email a
list
To send the list in an email
- Display the list you
want to email.
- Click the Send
to button to display a drop-down list of options.
- Select the Email
option.
- Make any selections
and click Email.
Export a
list to Microsoft Excel
To export the list to Microsoft Excel
- Display the list you
want to export.
- Select Send
To in the toolbar.
- Select Excel.
- Make your selections
and click OK.
Convert
the list to PDF format
To convert your list to a PDF file
- Display the list you
want to convert.
- Click the Send
To button in the toolbar.
- Select PDF.
- Make your selections
and click OK.
- Specify where you
want to save the list and what its name should be. Then click
Save.
See a list
of fields for the list window
Perform a task using
one of the records in the list
Follow these steps to perform a task using
a record.
- Highlight the Record
that you want to use.
- 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.
Print
a report for the list
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.
What do you want to do next?