June 30th, 2009 . . . . . . . . .
Categorized under: Quickbooks Questions

How Do You Create A Contact List/ Rolodex From Quickbooks Pro 2008 Without Having All Projects Listed?

My boss wants me to create a contact list from our quickbooks! I know you can do that under reports, but it shows the clients more then once. Is there a way to shut that off? We are just looking to access a list that shows the client/company once with contact info.
Making an excel spreadsheet is way too time consuming, so I am not going that route.
Your answers will be greatly appreciated.
Thanks

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Comments

  1. In reading your question, it sounds like you have Customers with one or more Jobs and you would like to print out just the Customers and not the Jobs. If this is the case, then unless you’ve created a unique Customer Type and designated the Customers or the Jobs by this unique Customer Type then I don’t know of an easy way to “shut off” clients showing up more than once in a QuickBooks report.
    However, by using a formula in Excel you can quickly sort out the duplications. Here are the steps:
    1. In QuickBooks, create the list or report with the columns you want
    2. Click on the “Export” button above the report heading and wait for the report to open in Excel
    3. You should have a blank column to the left of the Customer column, if not insert a column to the left of the Customer column. Your first customer should be in cell B2.
    4. Click on the letter A at the top of column A. This should highlight the entire column
    5. On the menu bar click on “Edit” and select “Clear” and then “All” to the right of “Clear”
    6. In cell A2 enter the formula: =FIND(“:”,B2)
    7. In cell A2 you should now see the word: #VALUE!
    8. Copy the formula in cell A2 to all the cells in column A where there is a name in column B
    9. Now you’ll see some cells with a number and some with the word #VALUE! The cells with the word #VALUE! are your customers. The cells with a number are your jobs. Sort the list to separate the customers from the jobs by selecting the entire spreadsheet (click on the blank cell to the left of the column label A) and from the menu bar select “Data” and then “Sort”.
    10. In the Sort window click on the “Descending” button next to the first box and click “OK” at the bottom.
    11. Your report should quickly sort and you will see all your customers at the top. The Jobs will have a number in column A and will appear at the bottom. Delete or re-format what you need and your list is done.
    This is a short term solution to your problem because if you want to print an updated list later you’ll have to do this all of these steps again. The long term solution would be to create the unique Customer Type in QuickBooks and update each Customer with this type then you can easily create this list in QuickBooks. Since updating the Customer Type for each Customer one by one will take a lot of time, you should use Excel to update things quickly by doing something similar to the above steps and using the File / Import feature in QuickBooks.
    Good luck!


    question
    June 30th, 2009

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