Question

Selection sort question

9 replies
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When I go to Reports | Accountant & Taxes | Transaction by Detail Account, and then I want to select multiple account option, why do the selections not appear in GL # order? In most cases, they are "close" to numerical order, but not completely. A number of accounts I created that I know have the same "type" are not appearing in GL # sequence, and I seem to remember another report or two where the selection numbers aren't in sequence. I don't see any option to sort this selection display, so I'm trying to figure out why it is mixed up. Any words of wisdom out there?

Thanks in advance.

QuickBooks Enterprise Suite

BigRedConsulting

Level 15

The accounts should appear in the same order as the chart of account. This probably means your chart of accounts is not in the default sort order, but is custom-sorted. This can be masked by the further ability to sort your chart of accounts by any column that appears in the COA window.

You can check to see by opening the chart of accounts:

If you see the little diamond in the upper left corner you have sorted the view of the list by the column where you see the triangle. In this case you can't really see the 'natural' order the COA is in.

To see how your chart of accounts is really sorted, and the order it will appear in other places like the filter you mention and within sections on financial reports, click the diamond and it'll disappear and the list will show you its current unsorted order.

Then what you'll see is either a 'natural sort' based on QB defaults, which is by account type and within the type by alpha or account number (if numbers are on), or a forced/custom sort.

For example, here's the top of a COA that is in a default sort order:

But I can also force the sort by clicking and dragging the little diamonds next to the account names. Here I drug the PayPal and Standard accounts up to the top of their sections.

Once I do this, then any new bank account I add, regardless of the name, will be inserted at the top of the bank account section, and not where it would go if the list was default-custom sorted:

If this is the case for you, you can return the list to its default sort order by picking Re-sort List... from the Account button at the bottom of the list. QuickBooks will then revert do a default sort and maintain that sort when you do things like add or rename or renumber accounts.

B

Big-AlAuthor

Thanks, BigRed. I had found that the sort order of the COA was primary by type, so I had already changed that to sort by name. A couple of those who came before me were inconsistent in assigning types in a numerical order, so the original sort was a little like stew in some areas. I renumbered some items to improve the grouping and sort, but even though my printed COA now looks better, the selection display is still showing an inconsistent display by GL # ... not always in numerical order. It's as if the sort order for the COA print listing is different than the display for GL # selection. Hope I'm describing this good enough. PDF screen shot attached.

BigRedConsulting

Level 15

RE: I had found that the sort order of the COA was primary by type, so I had already changed that to sort by name.

If you've sorted the COA by name, then you're not seeing the natural view of the list. Don't do that. Instead, click the little diamond on the upper left corner of the list to return the list to its natural view, as described in my prior answer.

When in natural view, the diamond will disappear. Once you do that, then are your accounts out of order as seen on the Select Accounts filter window? I expect they'll be in the same order you see them on that window.

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