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Post by Alex Moon on September 6, 2013

Are there not going to be lecture slides?

Working With Lists, Part 2

Lecture Slides are screen-captured images of important points in the lecture. Students can download and print out these lecture slide images to do practice problems as well as take notes while watching the lecture.

  • Intro 0:00
  • Working with the Employee Center 0:24
    • Add new employee
    • Add contact information
    • Additional employee information
    • Employment information
  • Adding Custom Fields for Customers, Vendors, Employee List 7:28
    • How Many Lists You Can Add And For Who
    • How to Add Customer List
    • Define Fields
  • Adding Custom Fields for Items 13:26
    • Open Item List and Edit
    • Define Fields/ Setup Custom Fields For Items
  • Managing Lists 17:01
    • Ways to Sort Lists
    • Add Items to Chart of Accounts
    • Add Owner's Equity, Draw, and Contribution under Equity Account
  • Sorting Lists Manually 19:31
    • Making Sub Accounts
  • Sorting Lists 23:26
  • Sorting Lists in Ascending or Descending Order 23:54
    • Sort by Name, Balance, etc., Ascending or Descending
  • Merging List Items 26:08
    • Merging Vendor Example
  • Renaming List Items 28:55
    • Renaming Item Example: Checking Account
  • Deleting List Items 29:56
    • Deleting Customer Example
    • Viewing Inactive and Active Customers
  • Printing a List 33:26
    • Printing Customer List
    • Printing for Just One Customer
    • Print Particular Info for One Customer
  • Adding or Editing Multiple Items at One Time 37:04
    • Example: Changing a Zip code
  • Working with the Lead Center 41:43
    • Finding the Lead Center
    • Add New Leads
    • Add Multiple Contacts to Lead Center
  • Convert a Lead to a Customer 45:16

Transcription: Working With Lists, Part 2

Welcome back educator.com. This lesson is working with lists.0000

And we are going to discuss working with the employee center, how to add new employees.0005

We are going to talk about sorting lists and how to merge lists together.0010

If we have duplicate items and we want to merge those names together or those contacts together.0016

And we are going to talk about the lead center.0022

So, the first thing we want to do is we are going to talk about having employees.0025

Many companies will grow a little bit larger when we start needed to hire employees.0032

So, keeping tracks of them and their payroll and their information are vital to our business.0037

So, in order to get to the employee list of course from our home screen.0044

We have our flow chart and to that bottom left is the employee center button.0049

Or if we want to use the icon bar we can find the employees on the icon bar and pull up the employee center.0054

Or from our menu bar we can choose the employee. Choose employee center from there.0062

Here we have when we put on our employee center it is going to pull up a very familiar form.0069

That we have seen with our vendors and our customer centers as well.0076

And our employee center here is going to give our employees on our left.0080

The general information and detail information of, for instance any checks that we have paid to them.0085

Either is through payroll or if it is a 1099 type in individuals but difficulty it is going to be through payroll.0091

And here we have are our information.0098

So we are going to talk about how to add a new employee. So, we gather them up. 0101

So for instance again much like the customer center and much like our vendor center it is going to have a new employee tab.0106

And it is going to have managing employee information and other transactions that we have here. 0113

It is very similar to the other lists that we have deal with in the past.0118

So, in order to add a new employee you have guessed. You click on the new employee button.0121

From here it is going to give us personal information.0127

So, we are going to add a new employee here and her name it is going to be Marlene.0130

So when we will click down to the first name we are going to type in our employee Marlene.0137

We are going to press tab. We can put in a middle initial if we wanted to.0145

Or if we are going to put in a last name we are going to leave it with no initial, alone.0149

And we will put in the last name of Duncalf, Marlene Duncalf and we hit tab.0154

And it will go ahead and show us how we are going to print that name on a check.0162

For instance, people might have a legal name of Richard or Rich.0166

And or we might have a nickname for that person, Bill but their checking account. They might want it to be William.0172

So, if the name first name is Bill Duncalf then we would put in printed on check as William Duncalf.0176

So, we might utilize things of that nature, as well.0188

So, we can change that, if we need it to. We can put in a Social Security number.0191

Since this is an employee we are going to put in a Social Security number 123456789 and we will tab.0195

When we hit tab notice that it will insert the proper dashes for Social Security number.0202

So you do not have to put in the dashes.0210

We are going to go ahead and drop down the gender field. This happens to be a female employee.0213

And we can also enter in a date of birth so we can keep track of this employee s birthdate.0219

So, we will put her birthday as 07-18-1982, hit tab and again it will automatically format that date for us.0226

So, now we can go ahead and make sure that we have everything spelled properly.0236

And now will go ahead and make sure we want to add in this employees address and contact information.0242

So you notice that there is a tab, this is address and contact. We will click on that tab.0248

We are going to put in a new address for this employee 195 Spruce Avenue and it is number apartment 202.0253

So, we will put in 195 Spruce Avenue apartment number 202. 0267

We will add a city and state which is going to be Bay Shore, California and it is 94326.0272

So, now, we have added in our address information.0284

Now, we can put in the employees phone number. That is always important to have.0290

If we have an employee we want to get a hold of them, especially if they do not show up to work.0293

So we will put in a phone number 415-555.11.11. Hit tab.0297

And this one does not do the automatic dashes. So, we will put that in ourselves. 0304

So, put in the phone number. We can put in a cell phone number if we have it for that employee.0313

We can put in a fax number etc. So we have all that information in there.0320

So, once we are done with that we can go ahead and put in additional information for this particular employee.0328

We can put in account numbers. We can put in a billing rate if this employee is being charged out.0342

For instance, if it is an attorney or an accounting office.0352

Sometimes they are billed out on an hourly basis even architectural drafters.0355

If they are working on a job we can actually bill them out.0360

So, we can actually fill in a bill rate level.0363

For instance, we bill this client out a $50 and this employee out his $50 an hour.0366

When they are working on client information on a client project there is a bill rate.0370

So, we can always put that in there as well.0375

That is always helpful information there.0380

If we click on appearance it is change tabs.0383

We can pull this information down and we can say we want to pull onto the employment information.0391

This is personal information. Now we can put in employment information.0400

And now we can put in a higher date for this this employee.0404

Here we are going to put in 11-26-2000. So, I will put in that.0408

When that employee leaves we can certainly put in a release date for them as well.0414

And if we want to put any else information likes officer, regular or statutorily owner.0418

We can do that but this is regular employee.0424

At this point time we will go ahead and click OK.0427

It is going to ask if you want to set up the employee s payroll information.0430

Right now we are going to leave that as is. 0434

But you can certainly set up and payroll when we get to that.0437

But that is another lesson. We will leave as is.0440

Now, we have added that employee to our employee list, Marlene Duncalf.0443

Next, we are going to discuss adding custom fields to our customers, vendors and employee list.0448

Custom fields can be utilized to track additional information that is specific to your business.0454

For instance you might want to add a pager number for vendors or employees.0460

You might want to add a birthdate for your customers or employees.0465

You also might want to track certain information on your item list.0470

For instance, you might want to see how you track colors.0475

Or you might want to track a size or units of measurement on your units of items that you sell. 0479

If you have particular clothing line that you might be selling in sizes.0486

And you might have sizes and color of T-shirts and different things of that nature.0492

So, you might want to keep track of those things.0496

As you add in custom field you can add those into your invoices, into your sales orders.0498

And from those forms as they are listed in your sales orders and invoices and statements.0506

You can actually pull reports based on those custom fields.0512

So, you can keep track of how many green medium T-shirts you sold for a particular month.0516

You can actually add up to 7 custom fields for customer lists, vendor list and employee lists.0524

So, you can launch an overlap. 0531

The same thing for instance, if you want to keep track of birthdays for customers and employees.0533

You can utilize that same custom field but it does not take away.0538

You can still have up to 7 custom fields per customer list or employee list or vendor list. You can utilize up to 7.0541

You can also have up to 5 custom fields for your item list.0551

So, you can track those separately from custom fields, from the customer, vendor and employee list.0557

So, you can track all those separately.0562

So, we are going to go ahead and show you how to add custom fields to your vendor, employee and customer list.0565

So, what we are going to do now is we are going to go ahead and add and open up our customer list here.0575

So, we will click on customers and it opens up our customer list window.0582

From here you will notice that we are going to go ahead and find a particular customer here.0589

And we are going to go ahead and find Brian Cook. We will click on and highlight Brian Cook.0595

Do notice under the general customer information area of Brian Cook.0602

Just above there towards the right side of the center there you will see edit customer.0608

We will click on edit customer.0616

From here it displays the general information, our address information.0618

But what we want to do is click on the additional information tab.0624

You will notice that down towards the right of the information is a button that says defines fields.0628

This is where we put in our custom fields for these names or for these lists.0636

You will notice that there is a birthday, a list label here that has been used for the customer and employee.0643

If we wanted to track it for our vendors we could do the same.0651

We can put in spouses name. We want to keep track for our spouses name for vendor or employee.0654

But at this point in time I think we want rather than understanding our spouse s name.0659

We might want to know our spouses name for our customers as well. So, I will click on that.0666

To add in a new custom field just under the last item that is there under spouse s name. 0672

We will click on that empty section there and from here we are going to go ahead and type in date of last review.0678

So, date of last review would be for our customers but the really more meant for our employees.0689

So we will check on the employee column to assign that to our employee column there.0695

From here since, we have added a new label, a new custom field.0702

We can kind of review what we are utilizing them for and click OK.0706

It says you have activated custom fields for this list.0710

You can also use these fields and transactions by turning them on in your custom templates.0712

That is fine. We will go ahead and click OK to that message.0717

Now, we will also see here in our pager. We are going to add an additional field called pager number.0721

So we are going add a field for pager number, as well for our customer.0750

So we are going to add one more thing so we can look at that under date of last review.0755

Under defined fields we are going to type in pager and we are going to check on the box for customer and click OK.0760

So, it will add that and there it added the pager number to our customer.0766

So, we are going to look at that and we can add in a pager number for this particular customer.0773

We are going to type in 415-555-9876. Now, we have added a custom field here. 0779

Notice how it does tell you that this section, over here, is the custom fields.0790

We click OK to that and we have added that particular pager number or information for that particular customer.0794

Next we are going to go ahead and talk about adding custom fields for items.0806

This is very important because you might want to have items that are colored, coded.0809

If you have green T-shirts as you are selling in size medium.0817

You can actually see how many green medium T-shirts you have sold for the month.0821

You might want to see and track which items you are selling more of.0826

So you can add custom fields to your items to help you identify certain things.0830

That are hot items that are being sold and what you need to reorder for resale.0838

If you are a resale company or if you are manufacturing something you can identify that.0845

So, the first we are going to do. Since we are in the customer area we are going to close down our customer list.0849

And the next thing we are going to do is we are going to open up our item list if you remember where we find our item list.0855

You just go up to the menu bar where it says lists and we will go to our item list. 0861

Here we have many, many items that we can sell for this particular Castle Rock construction.0866

The thing that we are going to do is we are going to go ahead and go down to hardware.0874

And we are going to find our hardware list here and we are going to find our LK door knobs under hardware.0880

So, here is hardware and we are going to choose LK walk door knobs basically.0891

Walking interior door knobs. We are going to find that item.0897

So, when we find that we are going to go ahead and edit that.0900

So, if we go down to the bottom of the screen to where it says item.0903

We will click on the drop down menu and we will choose edit item.0908

Now, here we are going to have also custom fields as well.0913

So, with this we are going to add a couple of things here. We are going to add a style.0917

We want to see what kind of style of door knobs we have.0921

You will notice here in the manufacturing part number.0925

Manufactures part number is what the manufacturer assigns that particular part number for identification.0928

So, if we have that it is a good idea to enter it here in your QuickBooks.0933

So, that you can keep track of that.0939

From here we are going to click on your custom fields.0942

And notice we have already color and material and already in our custom fields.0946

We are going to add a couple others. So, we will click on defined fields.0952

And under material we will click on under the material section to the blank area there.0956

And we are going to type in style and we are going to click on the column says use.0963

So, we are going to use that and we will click OK so it adds it there.0969

You have activated column list, bla, bla, bla.0973

So, we will click OK to that message and it adds this style custom field for us.0975

OK? We are going to type in round that this is a round door knob.0981

OK. So the style is round. It is natural, it is chrome.0987

And the style is round for this particular item that we have added.0992

And we will go ahead and click Ok to that and then we click OK to close the edit item window.0996

So now we have added a particular style or custom field for that particular item.1003

Now we are going to go ahead and close that item list and that is how we add custom fields for items.1010

The next section we are going to discuss managing lists.1020

We are going to add owners equity for this portion of the lesson.1022

So, what we are going to do is we are going to talk about our chart of accounts.1026

And what we are going to add is sort list, managing our lists.1032

We can sort our lists in various ways. 1036

We can run customer lists and print them out. We can sort them alphabetically. 1038

We can sort them in various ways and this is what we are going to talk about in this particular portion of lesson.1042

So, we can sort our things in various ways.1049

What we are first going to do for this portion of lesson is we are going to add a couple of items to the chart of accounts.1052

So, how to get to the chart of accounts? We click on lists and choose chart of accounts.1058

The first thing what we want to do is we are going to be working with equity accounts.1063

So, we are going to add 3 items. We will do that together.1067

We will go down to account. We will click on new and we are going to add an equity account. OK?1070

The first thing we are going to add here is we are going to add the number 30200.1078

If you are using the general ledger numbers, account numbers.1086

And then to the account name we are going to type in owners equity. OK?1093

We will click save and new and the next account we are going to add is the owners draw which is 30210.1100

And we are going to type in owners draw. OK?1108

And then the next thing we are going to save and new.1113

And the next thing we are going to do is add on 30220 which is owners contribution.1116

OK? We will save and close.1125

So, notice that it goes ahead and adds those items for us owners equity, owners draw and owners contribution.1126

So, in our lists in our chart of accounts under the equity section.1134

Remember in our chart of accounts it lists our assets first, then our liabilities, then our equity.1138

So, under here if you notice the list how it is organized we can click on the name and it will re-sort it by name.1146

And if we click on the diamond it will just put it back to the original order.1158

This is an original order in which we have added it.1164

So, we are not really thrilled about the way it is organized here.1166

Because if you notice the items that we have added. The numbers are out of sequence.1171

Owners contribution really should be under capital stock because of the 301100. So, we want to move it. 1176

So, we are going to. Notice those little diamond icon next to each account.1184

If we click on the little diamond and drag it towards just below that 30100 capital stock. 1189

If we take our owners equity and put it under capital stock it reorganizes it.1198

So, this is how we manually sort our accounts. 1203

We can also make owners draw and put that under our owners 3011 and our owners equity.1207

So, now we have them all in order 30100, 30200, 30210. 1218

Owners capital stock, owners equity, owners draw and owners contribution.1225

Now, we want to make this a subaccount.1230

Remember how we have added a subaccount and an account earlier in a previous lesson.1235

We can actually do this manually by using the diamonds.1240

We look at our owners draw then we take it and we drag it to the right drag.1244

Drag that diamond to the right just under owners equity. 1250

It reassigns that account to be a subaccount of owners equity.1255

We are going to do the same thing with owners contribution.1259

Click on the on the diamond, drag it slightly to the right and it will also add it underneath the owners equity.1263

Now, when I did that it put it directly into there and put it under sequence.1275

So, I am going to put owners draw just above owners contribution and drag it just above it and it reorganizes manually.1278

So, that is how we can sort our chart of accounts manually.1286

We can drag and drop them as long as their account types are the same.1291

I cannot take capital stock and bring it up here just under other current liabilities.1297

It says I am sorry. It has to be within its account type.1304

You cannot change the type of that account. It has to stay with its like types.1307

For instance I cannot take a bank account and bring it down to owners equity, down here.1314

You know it will not let me. He wants to stay within its type.1320

So, that is how we can manually sort things.1324

To sort them by name we can click on anything here. We can sort it by type.1329

If i click on type it will re-sort it.1335

See, now I have put bank accounts down at the bottom and it is going to put my expenses and all the other types up on top.1339

Reverse the order. So, if I click on type again it will re-sort it by type.1345

I can sort it by name here and it will reorganize those.1350

And if I look down here in my owners equity it put them under the manual. It is the same.1356

If I re-sort it again it will throw it all in the reverse order again by name and bring the last type at the bottom. 1364

So, I can choose the name again and it will re-sort it alphabetically.1374

And we always want to see those assets of the top. 1377

We always want to see our balance sheet in this order assets, liabilities, equity.1380

And then under equity of course is our income and expense accounts with balance sheet and income statements.1386

So, that is how we go ahead and sort those lists manually and that is always a nice organized way to do it.1394

The thing we are going to do now is we are sorting lists in a different way.1403

We can go into our customer center and I will show you how to sort other lists in a different manner.1412

For instance, we can sort things by value, by how much money. You know, who owes us the most.1416

So, I am going to close down our chart of accounts and I am going to go ahead and open up our customer center.1423

And we are going to talk about sorting lists and sorting them in an ascending and descending order.1429

So, we will go ahead and open up our customer list.1438

And you will notice here, of course, our standard view.1441

There is with our customer names on the left and our general information and detail is on the right.1446

While I can expand the customer name and show just the list only.1451

So, over here next to the view and customer jobs tab you will notice this little arrow, the right arrow.1457

And I can click on it and says show full list only.1464

So, if I click on that it will look at just by full list.1466

And I can sort all these clients by name ascending or descending A through Z or backwards Z trough A.1471

I can list them in all sorts of ways and then I can also sort them and see ascending and descending.1484

So, for instance on the balance area I want to see who owes me the most.1494

I want to sort it by what customer owes me the most.1501

So, if I click on the balance total it gives me the list about first who owes me nothing down to who owes me the most.1504

If I click on again so it is descending it will descend the highest amount to the lowest amount.1514

And so it gives me an idea that I can sort my clients through and say wow, look at this.1524

I have got a decent collection that can help me with my accounts receivable.1529

So, a quick little idea to see where my accounts receivable is and who owes me the most money.1532

And this is of course as good as an accounts receivable report which will get into a later lesson.1538

But it gives me an idea who owes me the most money.1543

If I click on the diamond it will re-sort back to the normal order of things.1547

Or click on name and it will give it back to me there.1555

So, that is how we sort ascending and descending orders on our lists.1559

So you can look at them in different ways in any reports and click on those things.1565

The next thing we might need to do is merge items.1568

We might need to merge customers or employees together.1572

We might have a similar name for a particular vendor. 1577

We have put in twice, we have duplicated it. But we do not want to lose the transactions.1581

So QuickBooks has added a nice little feature so we can merge those together.1586

So, from the vendor manual. We are going to open up our vendor manual.1592

I will close down our customer one and I will open up our vendor.1595

From our homepage I can click the upper right. 1598

I can either click on the icon vendor center or I can go up to the menu bar and say vendor center from the vendors menu bar.1601

We have our vendor center open. We are going to go ahead and find our hues electric which we just added.1611

There are our hues electric we added and from here we are going to go ahead and edit that vendor.1619

So, I will click on the edit button and it is going to pull up our information that we just added.1627

In the name field we are going to type. The vendor name field we are going to change it to C.U.Electric.1632

Now, this vendor name is what we want to merge with.1648

So, C.U.Electric is the same thing as hues electric.1651

So, we are going to merge those two together.1656

So, when we added hues electric I guess E or C.U.Electric is the same.1659

So, when we change that vendor name to be the same as another vendor that we have in the list is going to tell us.1665

So, I will click OK to that and says hey, this name is already being used. Would you like to merge that?1673

So, if I click yes it will merge those two vendors together and record it.1680

Now, we have C.U.Electric and it merges the information.1686

We will miss. So, that is how we can avoid duplicates on any list.1693

We can do the same thing for our employees if we accidentally add a duplicate name for a customer etc. 1699

And we will not lose any transactions associated with those vendors or customers.1706

So, that concludes that section where we can merge lists and merge those names.1713

But we can also rename list items. So, that is also helpful to.1718

If we have spelled something wrong. If we got something incorrect.1723

We can go ahead and fix it and repair that.1728

So, we are going to go to our chart of accounts and rename a couple of things, for instance, our bank account.1731

So, if we look at that we want to rename our bank account.1738

So, we will go to list and chart of accounts, if we remember how to go there.1741

Click on the menu item lists and choose chart of accounts.1745

And the item that we are going to rename is we are going to rename our checking account.1749

So, we are going to highlight our checking account.1755

And under account at the bottom left we are going to choose the drop down arrow and choose edit account.1758

From here we are going to add the name master checking account.1766

So, in the account field or the account name field we are going to type master and we are going to add checking account.1771

So, we are changing that name to something else. 1781

It is not going to change any transactions. This is just going to change the name.1784

And also saying checking. This is master checking account.1788

So, we have renamed that particular account.1792

The next item that we are going to look over is deleting list items or making a list item inactive.1796

In QuickBooks if we had not used a particular account. 1803

Or if we have not used a particular customer or vendor or a list item.1807

We can actually remove it entirely if there are no financial transactions associated with that particular item.1811

So, we can remove them or if there are transactions associated with it we can actually make them inactive.1819

So, we will not remove the transactions but for no longer it going to be using that customer or using that vendor.1829

It will inactivate it so we cannot use it going forward.1836

So, I am going to close down our chart of accounts and we are going to open up our customer center.1840

Again, how to open up our customer centers? 1847

From our home page we can choose the customer button to the left of the homepage.1849

We can use our customer icon button from the icon menu or we can use from the menu list and choose customer center.1854

Here we left it in the view of the details or just the list only.1866

So, we want to see list and details. 1871

So, we will close that down using the left arrow and it brings us back to the normal that we are used to.1873

From here we are going to go ahead and look at a customer.1879

That we are no longer going to be using which is the last thing Miller Eloise.1883

So, we are going to go down to M and find Eloise Miller.1888

And we see this particular customer that we are no longer going to be using.1893

So, we could actually try to delete this customer by going down and do a new job customer actually.1897

If we do a right click on that customer we can see that we can try to delete it.1911

But since it has financial data over here it is not going to allow us to delete that customer.1918

It says you cannot delete an item that has sub items or has financial transactions.1923

So, we are not going to do that. We are going to go ahead and try to inactivate that.1930

So, by highlighting the customer we can right click over the customer s name.1934

We can go up and say make customer job inactive.1940

Now, it heights it and Miller is no longer there.1947

But we notice under the view tab we are only viewing active customers.1951

If we want to view all of our customers inactive and active.1955

We can choose that by dropping down the arrow from the view field and we can choose view all customers.1958

And along the hold there is Miller Eloise with her job, room edition that has been inactivated.1966

Now we can see all of our inactive customers or clients in this particular listing.1973

Which I think she is the only one at this point in time.1981

So, we will go ahead and change our view to active customers again only.1984

And that is how we can delete or make customers inactive.1988

Now, with all this data that we have sometimes there is a need to call on our customers.1996

Let them know if a certain information changes in our company whatever.2002

So, we might have a need to print a list of our customers or print another list from our databases.2005

So, I will close down the customer center and we will go ahead and look at the reports.2013

And we are going to show you how to print a list.2020

So, from our report menu we are going to click on reports.2023

Actually, now I want to open up the customer list first because I want to print the customer list.2030

So, customer list is much easier to do it from the customer center.2034

So, with our customer center open we can go ahead and click on our print button.2039

And from the print button we can choose customer and job list.2051

When we do that it is going to print to our printer an entire list of our customer base there.2055

If we hit OK it will go ahead and send it to our printer and we hit print.2062

At this point in time I cannot hit print because I do not have a printer set up and it would be too many pages.2067

So, we will hit print or cancel at this point in time.2071

But it will print our entire list and basic information of our customers.2073

To print information on just one customer we can highlight a particular customer.2080

And we would go ahead and click on print and say customer job information.2085

And it will just print that particular customer.2093

So that is kind of various ways that we can print. One customer at a time or print all of them at once.2098

So, we have all that. If we want to do particular information and in print information for selected customers.2106

We can go ahead and go to our reports menu from there and choose our lists and choose our customer contact list.2114

Here is all of our customer contact list right here.2125

We can actually filter this information and we only want to print just a few customers.2129

Maybe not just one but we want to print just a select few.2134

So, in order to do that we will go ahead and up here in upper left hand corner of our screen.2138

For the report we can customize a report.2145

So, if we click on customers report button it gives us a few options here.2147

The first thing we want to do is filter it and we can filter our list.2152

So, if we click on the filter tab we can then click on our customer, then the filter list.2156

And from here under the customer field we can drop that down and we can say we want to choose multiple customer jobs.2163

From here we can manually check which customers and jobs we want.2171

So, if we just want a few we could choose just a few and look at just a few of those.2177

And when we hit OK to that it is going to select just those particular customers and jobs.2186

And we will hit OK and it will re-sort our list to show me just those few customers that we chose.2191

So, you can choose anything you want and then print it that way.2199

And it is a nice way to say I just want to see these particular customers and give them a call for a particular reason.2202

So, we are going to close this report now.2209

And that is how we print various lists of our customers or even vendors. It works the same. 2212

The next portion is I am going to show you how we can add and edit multiple items at one time.2221

So, we might have a need to change a ZIP Code. A particular ZIP Code was incorrect for an area.2227

So, whatever the reason is we have a need to change that globally.2236

So, we want to find a particular ZIP Code with all of our customers or vendors.2242

And make sure that that area is updated properly that we have a proper ZIP Code.2247

So, in order to do that and fix that mistake we are going to go ahead and closedown our customer list there.2252

And we are going to go up to lists from our menu bar.2259

And we are going to choose add and edit multiple list entries at the bottom. 2263

From here is going to pull up a nice little listing for us.2273

And here we are going to make sure that our list is customer list that we are working with right now.2277

And under the view we want to see all customers not just active. We want to see everyone.2283

And what we are going to find we know that the city of East Bay Shore has a problem with the ZIP code.2291

So, we are going to find East Bayshore. 2300

So, we are going to type in the find field East Bayshore and click on the magnifying glass.2303

Let us make sure we have that properly here.2320

Bayshore, it is going to be Bay Shore not East Bayshore. It is going to be Bayshore, my bad.2326

So, we will type in Bay Shore only and we will find all our customers with Bay Shore.2330

If I spell it correctly maybe it will find it. East Bayshore. 2342

There we go. East Bayshore. There it is.2347

Now, we have East Bayshore if we type in incorrectly.2351

And was notice that the 94327 should be a different ZIP Code.2354

So, if we click on the very first field as we draw our menu bar at the bottom.2360

You can see how it can get all the way over to the right to look at the address fields.2366

So, now we see the city state and ZIP Code.2373

If we click on the very first field and highlight just our ZIP Code.2376

We can change that ZIP Code to be 94329 by highlighting just the ZIP Code.2381

And that is nifty. It does not change everything.2391

But in order to change it all the way down.2394

If I do a right click it is going to give me an option to copy that or duplicate.2396

So, I am going to copy that all the way down and it will change all of those ZIP Codes from 94327 to 94329 automatically.2403

So, I have found every customer that has that particular city East Bayshore.2412

So, now, I also want to make sure that any 94327 East Bayshore vendors are corrected as well.2420

So, I am going to go ahead and save those changes.2428

It says 20 customer records have been saved. So, I have changed 20 customer records.2430

Now, I want to do the same thing to our vendors.2435

So, I am going to slide the bar all the way to the right.2437

And I want to make sure that I do it the same for our vendor.2440

So, under lists I am going to click on vendors. 2443

I want to see all vendors not just active. But I want to see all.2447

And I will find the East Bayshore clients and click on the magnifying glass.2452

And there are all my East Bayshore clients. 2463

So, I am going to go ahead and move the elevator bar from the bottom to the right so I can see all the addresses.2465

And I am going to look for that ZIP Code of 94327 and since they do not have any I do not need to change those.2472

Those are correct. We are OK with that.2483

I can say save changes and close.2486

So, that is how we can globally change multiple information on a list at one time.2490

So, that helps us a little bit that way and it can be utilized in various scenarios.2498

The next section we are going to talk about is a really neat section for Marketing.2503

It is going to be utilizing the Lead Center.2508

Now, maybe you have noticed in QuickBooks there is no Lead Center here.2511

We have got Employees, Customer Center and Vendor Center. But what about Leads, our potential clients? 2515

So QuickBooks has a neat little section or nice little section called the Lead Center and how to find the Lead Center.2522

Is if you go up to the company menu bar you will notice that there is a Lead Center towards the top.2531

Just under Calendar and Documents it is the Lead Center.2544

So, if we click on the Lead Center it will open up a New Center here.2548

And I am going to show you how we can add new lead to our Lead Center and working with those.2553

So, what we do it looks very similar to our Customer, Vendor and Employee Center.2563

And has the general information and it also has tabs, to do list, Contacts, Locations and various Notes.2567

As we are marketing and prospecting these leads and try to get them into customers.2575

So, I will show you how to add in a new lead much like the Customer, Vendor and Employee Centers.2583

Up in the upper left corner there is the new button called the new Lead.2588

So, we are going to go ahead and click on the new lead.2592

From here we can add a new customer here. 2596

At this point we are going to be working with a person named Michelle Long.2602

And you can also say this is a hot lead, a cold lead, and a warm lead whatever.2609

This is going to be a warm lead at this point in time.2614

So, we added the name Michelle Long and we are going to choose a warm lead.2617

We can put in the company name that Michelle Long works for and it is called Long for Success LLC.2622

So, we can put in the various information that we have for them.2638

We can put in a phone number. The main phone number 888-555-4567.2641

We can put in their web address Www.Longforsuccess.com.2650

So, we can put in various information that we have obtained for this client.2662

Add in their locations. We can add additional locations here if we wanted to.2665

We can have multiple locations. We can have multiple contacts.2671

If we have developed additional contacts at this company we can add the CFO. We can add the marketing director.2676

We can add anybody we find information about and we can add that to this Lead Center.2683

Of course, this Lead Center has no financial transaction to it but it is a nice place that we can go to.2688

That we can develop a relationship with this client or potential client rather.2694

So, that is the adding and how to add a new lead.2701

So, when we hit OK it adds it to our list and here is the general information that we can utilize.2705

And the next section that we are going to go through is showing you how to convert a lead to a customer.2714

This is probably the most difficult part of the process.2720

But if you notice up here there is a neat little button that says convert to a customer.2725

Once you are ready to sign that contract with that client you can go ahead and click that button.2731

It is going to say are you sure you want to convert this lead into a customer.2737

And you cannot undo this action and you say yes.2740

That customer now. That lead now is dropped into the customer list.2743

And now you have Michelle Long as a customer once you went through the process.2749

There is the conclusion of this particular lesson and working with lists.2753

Thanks again for visiting educator.com.2758