Include or exclude items in a list display

Select one or more checkboxes at the top of any list to change what's included in the list. For example, you might want to see one-time vendors or inactive users. You can also decide whether to see any hierarchy between records visually on the list.

You can manage any display in the list page of your interest. For example, to include or exclude records on the Vendors list, go to Accounts Payable > All > Vendors.

Include one-time records in a list

Some quick-entry records are set for one-time use. For example, you might have a customer who buys from you only once but is not likely to purchase again. You create the customer so that you can record a cash receipt. However, because you do not need to see that customer in your customer list on a regular basis, you flag the customer as One-time use.

  • Records designated as One-time use do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the One-time use filter to remove it.

  • One-time records are not included in the list unless you choose to include them. Select the Include one-time use checkbox. The list displays the one-time records along with regular records and adds a One-time use column to show which are one-time records.

Include inactive records in a list

A list can contain records that are inactive but have not been deleted because they are tied to transaction data. For example, you might have a vendor who no longer carries items you need to purchase. In the vendor record, you flag the vendor as Inactive.

  • Records designated as Inactive do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the Status filter to remove it.

  • Inactive records are not included in the list unless you choose to include them. Select the Include inactive checkbox. The list refreshes and adds a Status column to indicate which records are active and which are inactive.

Include or exclude entity records

You can view data created at the entity level when working at the top level. The Include entity records checkbox is only available at the top level of your company on the Filters dialog.

If a record is created at the entity level, you can select the Include entity records checkbox to combine entity records and top-level records on a list. When you edit a record that was created in an entity, your changes apply to that entity only.

On the Filters dialog, select Include entity records to display the records that were created at the top level.

Select the Show entity column to show where records were created in the Entity column.

Include private records from other entities in a list

The Include private checkbox is only available at the top level of your company.

If a record is created at the entity level, you can select the Include private checkbox to combine entity records and top-level records on a list. When you edit a record that was created in an entity, your changes apply to that entity only.

To display records created in entities along with records in the list:

  • Select the Include private checkbox. The list displays the records that were created at the top level and adds an Entity column to show which records were created in entities.

Include top-level records and transactions in a list

In multi-entity shared companies, transaction lists at the entity level can include transactions created at the top level that are tagged to your entity. The Include top-level transactions checkbox is only available at the entity level of your company.

To see transactions created at the top level for your entity:

  • Select the Include top-level transactions checkbox. The list displays transactions at the entity level and adds Not owned in the Delete column to show which transactions were created at the top level.

This behavior applies to the following lists in multi-entity companies:

  • Adjustments
  • Advances
  • Bank fees
  • Bank interest and charges
  • Bills
  • Charge payoffs
  • Credit card charges and fees
  • Credit card transactions
  • Deposits
  • Expense adjustments
  • Fund transfers
  • Invoices
  • Manual deposits
  • Manual payments
  • Other receipts
  • Staff expenses