07. Lists [4:45]

Description: This video provides an overview of the lists area of the Core2 Invoices.

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Navigate to Lists by clicking the Lists button at the top of the screen. The Lists area is where you will maintain the various list entities for the entire system. List items include: Accounts, Payment Methods, Sales Reps, Terms, Shipping Methods and Customer Messages. Here’s a brief overview of each list item.

0:31 Let’s begin with Accounts. This is a place to store the actual accounting accounts from QuickBooks. This area is only needed if you plan on integrating with QuickBooks. The accounts area is required only when you communicate with QuickBooks because each product has one or more associated accounts. If you do not plan on integrating QuickBooks, you do not need to do anything in this area.

Payment Methods: This is where you will enter the forms of payments you accept. Generally you would list the various credit card payment methods as well as cash or check. Payments are used to create the drop down list in the payment areas of the system.

Sales Reps: This is where you enter the Sales Reps names and initials. Data entered here will present itself as a drop down list on the invoice in the Sales Rep field.

Terms: Terms is also known as payment terms; is where you define the terms of payment on an invoice. Due on receipt, Net 15 or Net 30 are examples.

Shipping Methods: This is where you define the forms of shipment you have and or the shipping companies you use. This field is found on the invoice. Here we have Airborne, DHL, Federal Express, UPS or US Mail.

Customer Messages: Here you can enter new customer messages that appear on the invoice.

2:02 Since the lists screens are very similar; we will use payment methods to describe the general elements for all the lists. Let’s add a new payment method; we will call this one Discover. If you are not integrating into QuickBooks, then you now have successfully entered a new payment method and can continue to the next chapter. By clicking out of the field the names are put in alphabetical order. These next items all pertain to the QuickBooks integration. Is Active is used to determine if this item is active; true/false in QuickBooks. This field can not be edited in FileMaker. It is a read only item that changes based on the value in QuickBooks. When you create a new list item, the default is set to true. QB List ID is a place to store the QuickBooks list ID when the item is moved or matched from QuickBooks. There will be more discussion on the significance of the QuickBooks list ID later.

3:04 In QB simply indicates that this item is entered in QuickBooks. This will populate with a check mark as soon as QuickBooks can match the list name in FileMaker with the same list name in QuickBooks, or as soon as you add a new item to QuickBooks. Actions area: This is where you can perform additional actions on the list item. In this example you can see we have the option to add to QuickBooks; which will add this single list item to QuickBooks. In some cases when an item has already been added to QuickBooks, you will see that button no longer appears. In this example you also see there is a red circle indicating where you can delete a list item. This button will display QB Integration Matrix screen; which is where you can see at a glance what data can be pushed and pulled between FileMaker and QuickBooks. Post Payment Methods to QB; this button is used to move all list items to QuickBooks. This is not available for all list items; this will be discussed in detail later under the QB Integration Matrix section.

4:16 If you will not be integrating your FileMaker data into QuickBooks using the FM Books Connector, then this concludes our training for the Core2 Invoices. Please skip ahead to the last chapter. Otherwise, please continue watching to fully integrate the Core2 Invoices into QuickBooks.