CLA’s Sage Intacct Spark #11: Clever Custom List Views
For the finale of the Spark series, our last topic: list views to make your daily end user’s lives easier. Custom list views are available throughout the majority of Intacct, but are often under-utilized. Today, we’ll cover a few creative and practical ways to deploy them in your environment.
First: What are They?
Custom list views allow you to choose additional fields that you’d like displayed as a searchable column. They also, when appropriate, even allow for filtering on these fields. And last, but not least, they are easily exportable to Excel. With that, let’s get to some practical examples!
Purchasing and Order Entry as a Queue:
Custom list views arguably should always be used in Order Entry and Purchasing due to the conversion workflow that is an inherent characteristic of these modules.
The natural view to set up is for unconverted transactions. This will allow your users to see a list of transactions ready to be converted by your team, rather than a long list of all transactions in the system.
For example:
Below, we have a standard list view of Sales Orders in the first screenshot. You can imagine as time goes on, this list becoming daunting.
Standard List View:
As opposed to the custom list view below, which has only those sales orders awaiting conversion to the next step in the workflow. Thus, making it easy for users to see a queue of transactions awaiting their action.
Custom List View:
How Do You Create a New List View?
- Navigate To: Order Entry> Sales Order (or Purchasing > Purchase Order)
- Click: Manage Views (top left of your list screen) > Create New View
- Choose: the fields to display as columns
- Organize: Select the sequence of columns
- Filter: Set the filter on State = Pending
- Name your filter and save! Choosing to deploy it makes it available to other users.
Vendors for 1099’s:
Not only can you export a list of Vendors, but you can also export in CSV format for import. This means, upon exporting you’ll have a template with the proper row headers required for import. (More on importing best practices).
New Vendor 1099 Custom List View:
We set a filter on this view for the 1099 Type field, equal to MISC. This way we only see 1099 MISC Vendors rather than all Vendors.
CSV for Import Export:
Note that clicking the Export > CSV for Import option generated the below file.
You can then update the information and import without having to download a new vendor template from the Company Setup Checklist!
Customers for Collection Purposes:
It’s often the case that customers will call in, in regards to an invoice with a unique identifier for their account. This is not always the Customer ID. However, this unique identifier is likely noted somewhere on the Customer account. Maybe a username, perhaps? You can customize the Customer list view to display this field so it’s easily searchable by your collections person while they are on the phone. Saving them time and providing your customers with a great experience.
What’s Next?
My hope, now that we’ve reached the end of this series, is that I’ve imparted a bit of knowledge and maybe sparked some excitement for an idea of your own. I hope you feel empowered to learn more about Intacct’s features, potential integrations, and quite simply ways you can leverage technology (whether Intacct-related or not) to improve your business because that is the purpose of it all, after all. While we’ve reached the end of our series, I don’t think this is the end of what you can possibly learn, and I hope I’ve inspired you to do just that: learn and be curious.
If you’d like a partner to lean on, someone in your corner, someone to help evaluate possibilities and make suggestions, or someone to make your great ideas a reality, I hope you’ll turn to us. I truly value your readership and am excited to hear the impact you’ll have, taking what you’ve learned into the New Year. While this feels like an end, it’s only the beginning!
Kathy Jastrzebski is a manager with CLA’s Intacct team. CLA is an Intacct Premier Partner with a partnership that spans over 20 years and more than 1,000 successful implementations. Kathy brings five years of accounting experience along with seven years of Sage Intacct implementation experience. Along with her accounting experience, she has a passion for leveraging technology to lead finance teams worldwide through system implementations with a mission of increasing department efficiency through business process improvements.
[…] Draft transactions – all transaction list views can expose the “state” field as a column. This field can then be used to filter on a state of “Draft”. If not already exposed learn how to create custom views here. […]