QuickBooks List Items Out of Order?

First, what is a QuickBooks list?  QuickBooks stores data related to Customers: Jobs, Vendors, Employees, Inventory, General Ledger Accounts, Other Names, and other miscellaneous data as an item within a list.  On occasions, the lists and the underlying data can get damaged. Below are a few issues that may surface related to this type of data corruption issues, but these can be fixed by re-sorting your lists:

·        List is out of order

·        New entries always show at the top of your list

·        Reports show items out of order

·        Unable to turn on account numbers in the chart of accounts

·        Highlighting an item in a list displays no transactions when you know there are transactions

·        Within the advanced find tool, the drop down name filter autofill does not work properly

·        Quick type feature does not function properly

If any of these issue above surface, then the first thing to attempt in resolving the issue is to re-sort the list. This process will rebuild the indexes behind the scenes. It will not actually change any information that is in the list itself.

How to Re-Sort a List: 

1.   Go to the problem “List”

2.   Ensure all items are displayed (i.e., including inactive)

3.   Select Re-sort option from the pulldown list attached to the command button below the actual list (NOTE: The Re-sort tool may located from the top menu instead, depending on the list and QuickBooks version)

4.   Click OK on the prompt “Are you sure you want to return this list to its original order?”

Any QuickBooks user may re-sort a list.  You may also need to close and re-open your data file after completing the steps for re-sorting a specific list.

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