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Re-sort lists in QuickBooks Desktop

Find out how re-sorting helps you with your lists in QuickBooks Desktop.

If you notice any odd behavior in your master names list, Item list, or Chart of Accounts, re-sorting will help you fix them. It makes your lists go back to its default order. So if you have manually changed the order of your list, re-sorting will undo these changes.

Note: If you’re in multi-user mode, make sure to switch to single-user mode before you start re-sorting.

Re-sort master name list in QuickBooks for Windows

This is the list of your customers’ jobs, vendors, employees, and other names. You can re-sort them in different ways. Here’s how.

From the Banking menu

  1. From the Banking menu, select Write Checks.
  2. Select the Pay to the order of field, then press Ctrl+L on your keyboard.
  3. Select the Include Inactive checkbox. If it's grayed out, there are no inactive names.
  4. Select the Name ▼ dropdown, then select Re-sort List.
  5. Select OK.
  6. Close and reopen your company file.

From the Find window

You can use this if you don’t have banking permission.

  1. From the Edit menu, select Find.
  2. Select the Advanced tab.
  3. From the Filter list, select Name.
  4. Select the Name ▼ dropdown, then press Ctrl+L on your keyboard.
  5. Select the Include Inactive checkbox. If it's grayed out, there are no inactive names.
  6. Select the Name ▼ dropdown, then select Re-sort List.
  7. Select OK.
  8. Close and reopen your company file.

From the General Journal Entry window

  1. From the Company menu, select Make General Journal Entries.
  2. Select the Name column, then press Ctrl+L on your keyboard.
  3. Select the Include Inactive checkbox. If it's grayed out, there are no inactive names.
  4. Select the Name ▼ dropdown, then select Re-sort List.
  5. Select OK.
  6. Close and reopen your company file.

Re-sort lists in QuickBooks for Windows

If you saved your Item List or Chart of Accounts numerically, QuickBooks re-sorts them based on their first three digits.

Re-sorting chart of accounts and item lists in QuickBooks

To make sure to sort them in order, you can add 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

  1. From the Lists menu, select the list you need to re-sort.
  2. Select the Include Inactive checkbox. If it's grayed out, there are no inactive names.
  3. Go to the View menu, then select Re-sort Lists.
  4. Select OK.
  5. Close and reopen your company file.

Re-sort lists in QuickBooks for Mac

You can also re-sort your lists if you’re using QuickBooks Desktop for Mac. Here's how you do it.

Re-sort your customer list

  1. Go to the Customer Center.
  2. Select Edit at the top left of QuickBooks.
  3. Select Re-sort List.
  4. Select OK.

Re-sort your master names list

  1. From the Banking menu, select Write Checks.
  2. Place the pointer in the Pay to the Order Of field.
  3. On your keyboard, press cmd ⌘+L key.
  4. Select the All Names checkbox.
  5. Select Edit at the top left of QuickBooks.
  6. Select Re-sort List.
  7. Select OK.

Re-sort chart of accounts, items, or classes list

  1. From the Lists menu, select either Chart of Accounts, Items, or Classes.
  2. Select the All Names checkbox.
  3. Select Edit at the top left of QuickBooks.
  4. Select Re-sort List.
  5. Select OK.

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