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This chapter is from the book

This chapter is from the book

Adding Information “On-the-Fly”

When you need to add an item to your items list, a customer to your customer list, a vendor to your vendor list, or any other piece of information to a list in QuickBooks, you can open the list and add the item, a process that has been described in this chapter. Alternatively, you can add the item “on-the-fly,” which is to say that you can open a form, such as an invoice or a bill, and simply enter the name of the piece of information you want to add to a list. When that name represents a new entry on the list, a window appears on your screen telling you this information is not found on your company lists and asking you whether you want to add the information now. Choosing to do so makes your job a bit more efficient. For purposes of this demonstration, the next example adds a customer “on-the-fly.” The technique shown here can be used on any QuickBooks form, for any QuickBooks List.

  • yellow-circle-1.jpg Open an invoice by selecting Create Invoices from the Customers menu.
  • yellow-circle-2.jpg In the Customer:Job field, enter the name of a customer not already in your Customer:Job List.
  • yellow-circle-3.jpg Click in another field of the form, or press Tab to move to the next field. A Customer:Job Not Found window appears.
  • yellow-circle-4.jpg You have three choices relating to this customer. Clicking Quick Add adds only the customer name to your Customer:Job list and you are ready to complete the form.
  • yellow-circle-5.jpg Clicking Set Up opens the New Customer dialog box, where you can enter all the pertinent information about this customer.
  • yellow-circle-6.jpg Clicking Cancel closes the Customer:Job window. You cannot complete the invoice form until you either add this customer to your Customer:Job list or enter a different customer name.
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