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Intuit
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Re-sort lists

Learn how to re-sort lists in QuickBooks Desktop.

You may notice that your data lists are damaged. We explain which lists to repair, and how to repair them.

What you need to know about re-sorting lists

How re-sorting works

QuickBooks Desktop stores data pertaining to Customers: Jobs, Vendors, Employees, Other Names, Accounts and Items, as well as other things in lists. A particular Customer, Employee, or Item is an entry in a list.

Your lists can become damaged. The damage can often be repaired by re-sorting which puts a list back to its default order. If you have manually changed the order of a list, re-sorting it will also undo your changes.

You need to re-sort your lists when:

  • You see an odd behavior in your list, for example, a new entry appears at the top of the list
  • A knowledge base article suggests that you re-sort your lists
  • A support agent suggests that you re-sort your lists

You should re-sort the following:

  • The Master Name list (a combination of Customers: Jobs, Vendors, Employees and Other Names)
  • The Chart of Accounts (Account list)
  • The Item list

A note on re-sorting Chart of Accounts and Item List

QuickBooks re-sorts lists based on the first three digits of the Item or Account number. If you have multiple accounts or items listed, your Chart of Accounts or Item List may be out of order numerically.

Re-sorting chart of accounts and item lists in QuickBooks

If your business process requires all item or account numbers to be sorted in order, a possible workaround is to have a 1 to 3-digit number prefixed to each item or account number.

Re-sorting chart of accounts and item lists in QuickBooks with prefixed numbers

Re-sort master names list

Re-sort lists in QuickBooks for Windows

Re-sort can be performed by any QuickBooks user. You also need to close and re-open your company file after re-sorting a specific list.

  • From the Banking menu:
    1. From the Banking menu, select Write Checks/Checks.
    2. Select in the Pay to the order of field then on the keyboard press Ctrl+L to open the master Name List.
    3. Select the Include Inactive checkbox. Note that if there are no inactive names, the box will be grayed out.
    4. Select the Name drop-down and select Re-sort List.
    5. Select OK on the Are you sure you want to return this list to its original order? prompt.
  • From the Find window (if you do not have Banking permissions):
    1. Select Edit, then Find.
    2. Select the Advanced tab.
    3. From the Filters list, select Name.
    4. Select in the Name field and on the keyboard, press Ctrl+L.
    5. Select the Include Inactive checkbox. Note: if there are no inactive names, the box will be grayed out.
    6. Select the Name drop-down and select Re-sort List.
    7. Select OK on the Are you sure you want to return this list to its original order? prompt.
  • If the previous steps do not successfully re-sort the name lists:
    1. Choose Company, then Make General Journal Entries.
    2. Select the Name column and press Ctrl + L to display the Names List.
    3. At the bottom of the list, select the Include Inactive checklist.
    4. Select the arrow next to Name.
    5. Select Re-sort List.
    6. Select OK.
    7. Close and reopen the company file.

Re-sort Chart of Accounts, Item list

  1. Select the Lists menu and select the list (Chart of Accounts, Item List, etc.) you want to re-sort.
  2. Select the Include Inactive checkbox. Note that if there are no inactive accounts, items, etc., the box will be grayed out.
  3. From the List (Account/Item) drop-down, select Re-sort List.
  4. Click OK on the Are you sure you want to return this list to its original order? prompt.

Re-sort memorized reports list

  1. Select Reports, then Memorized Reports, then Memorized Reports List.
  2. Select the Memorized Reports drop-down and select Re-sort List.
  3. Select OK on the Are you sure you want to return this list to its original order? prompt.

Re-sort payroll item list

  1. Select Lists, then Payroll Item List.
  2. Select the Include Inactive checkbox. Note that if there are no inactive payroll items the box will be grayed out.
  3. Select the QuickBooks View menu and select Re-sort List.
  4. Select OK on the Are you sure you want to return this list to its original order? prompt.

Re-sort lists for QuickBooks for Mac (applies to US only)

Re-sort can be performed by any QuickBooks user. You also need to close and re-open your company file after re-sorting a specific list.

Customer list

  1. Open the Customer Center.
  2. Go to Edit at the top left of QuickBooks.
  3. Select Re-sort List.
  4. Click OK on the Are you sure you want to return this list to its original order? prompt.

Master Name List

  1. Go to the Banking menu and select Write Checks.
  2. Place the cursor in the Pay to the Order Of field.
  3. On your keyboard, press and hold the Command / Apple key, and press the L key to open the Master Name list.
  4. Ensure All Names is selected at the bottom of the list (or in earlier versions of QuickBooks, Include Inactive should be displayed at the bottom of the list).
  5. Go to Edit at the top left of QuickBooks.
  6. Select Re-sort List.
  7. Click OK on the Are you sure you want to return this list to its original order? prompt.

Chart of Accounts

  1. Go to Lists then click Chart of Accounts.
  2. Ensure All Accounts (or Include Inactive in earlier versions) is selected at the bottom of the list.
  3. Go to Edit at the top left of QuickBooks.
  4. Select Re-sort List.
  5. Click OK on the Are you sure you want to return this list to its original order? prompt.

Item and Class list

  1. Open the Item or Class list.
  2. Go to Edit at the top left of QuickBooks.
  3. Select Re-sort List.
  4. Click OK on the Are you sure you want to return this list to its original order? prompt.

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