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What's important about the Advanced Find tab

Use this window to apply filters to your search. You can search for any transaction in any account in your company file.

The Find tab with advanced options allows you to use the following filters to search. If you typically use the advanced options, this tab will appear on top when you click Find. If you generally use the basic Find functions, then the Simple Find tab will appear by default. The Find option you last used will always be the one that appears when you click Find again.

List of filters (Account, Amount, and so on)

The list shows all the filters that you can use to search for transactions. Each filter represents a specific way you can restrict the scope of the search. For example, the Amount filter lets you search for specific dollar amounts.

When you select a filter in the list, QuickBooks displays fields for you to fill in. The fields ask for information that QuickBooks needs to know to apply the filter to the search.

If you have created custom fields for use on sales and purchase forms, the names of those fields appear at the end of the filter list. You can limit the search to transactions that contain specific information in one or more of the custom fields.

Fields that appear when you select a filter

Each filter has its own set of fields to fill in:

Account

Account refers to the account associated with a transaction. You can use this filter to find balance sheet accounts where transactions originate (for example, your checking account), detail accounts (for example, the expense accounts assigned to detail lines on a check), or both. Including detail accounts shows you where your income came from and where your expenses went.

To find specific accounts

  1. Click the Account drop-down list and choose the accounts you want.

    To find...

    Do this

    Two or more specific accounts

    Click the Account drop-down list and choose Multiple accounts. Select each account you want to include.

    An entire category of accounts

    Click the Account drop-down list and choose the category from the middle of the list.

    One account only

    Click the Account drop-down list and choose the account name from the bottom of the list.

  2. If you choose one or more balance sheet accounts, indicate whether you also want to search in detail accounts.

    Click...

    To do this

    No

    Exclude detail accounts from the search.

    Yes

    Include all detail accounts in the search.

    For detail accounts matching

    Include selected detail accounts in the search. Click the drop-down list and choose the accounts.

FOB

FOB (which stands for free on board) is the location from which you ship a product. If you are using the FOB field on your sales forms, you can limit a search to sales of products shipped from a particular location.

To use this filter

  1. Enter the location in the FOB field.

Amount

The amount of a transaction is its total—for example, the total of an invoice or the amount billed by a vendor.

Click...

To show

Any

All transactions, regardless of amount.

=

Transactions exactly equal to a particular amount. For example, all bills for $100.00 exactly.

<

Transactions less than or equal to a specific amount. For example, all checks for $25.00 or less.

>

Transactions equal to or greater than a specific amount. For example, all invoices for $500 or more.

Example: You're concerned that your business is making too many small purchases. To limit a search to purchases of $100.00 and under, click < and enter 100 in the last field (the one to the right of the > symbol).

Online status

Online status refers to whether you send a transaction electronically to your bank through online banking.

Click...

To find

All

All transactions, whether they are electronic or not.

Online to send

Electronic transactions you have not sent to your bank.

Online sent

Electronic transactions you have sent to your bank.

Any online

All electronic transactions, regardless of whether you have sent them yet.

Not online

Only transactions that are not electronic.

Date

This is the date of a transaction—the date on an invoice, for example.

To find...

Do this

Transactions dated within a standard period of time

Click the Date drop-down list and choose one of the time periods. For example, choose Last Quarter to show transactions dated within your last fiscal quarter.

Transactions dated between two calendar dates

Enter the dates in the From and To fields. For example, enter 6/15/06 and 6/30/06 to show transactions dated between June 15th and June 30th, 2006.

Paid status

Paid status applies to both sales and expenses. It can indicate:

  • Whether a customer has paid an invoice.

  • Whether your company has paid a bill.

Click...

To find

Closed

Invoices or bills that have been paid in full.

Open

Invoices or bills that still have a balance due.

Either

All invoices or bills, regardless of whether they have been paid.

Example: For best results, use this filter in combination with the Transaction Type filter. For example, to find all invoices that have been paid, set the Transaction Type filter to Invoice and the Paid Status filter to Closed.

Item

Items are the goods and services you buy and sell. You can limit a search to transactions related to a particular item.

To find...

Do this

Two or more specific items

Click the Item drop-down list and choose Multiple items. Select the name of each item you want to include in the search.

An entire category of items

Click the Item drop-down list and choose the category you want. For example, to limit the search to items from your inventory, click the Item drop-down list and choose All Inventory Items.

One item only

Click the Item drop-down list and choose the item from the last section of the list.

Paid through

The Paid Through filter looks at the date on a liability check or liability adjustment that shows the date the liabilities were paid through, not the date of the transaction itself.

To use...

Do this

A standard period of time

Click the Paid Through drop-down list and choose one of the time periods shown.

Calendar dates

Enter the dates in the From and To fields. For example, enter 6/15/04 and 6/30/04 to show transactions dated between June 15th and June 30th 2004.

Example: If it is the second quarter and you want to find the liability checks that paid your first quarter payroll liabilities, click the Paid Through drop-down list and choose Last Quarter. Most companies pay their first quarter payroll liabilities on April 15. The Paid Through filter would find just the liability checks that had a Paid Through date of March 31.

Memo

A memo is a note to yourself that you enter in the Memo field of a transaction. You can search for only those transactions that have a specific memo.

To find...

Do this

One memo only

Enter the entire text of the memo.

Memos that share the same word or phrase

Enter the word or phrase.

Example: As a contractor you use the memos Installation labor and Framing labor on invoices. To limit a search to all invoices that include the word "labor," select the Memo filter and enter labor in the Memo field.

Payment method

This is the way in which a customer pays you. You can limit a search to only the customer payments you received by cash, check, credit card, and so on.

To find...

Do this

Two or more payment methods

Click the Payment Method drop-down list and choose Multiple payment methods. Select each method you want to include in the search.

One payment method only

Click the Payment Method drop-down list and choose the method from the last section of the list.

Name

The name of the person or company that appears on a transaction. You can limit a search to transactions related to a particular customer, job, vendor, or employee—or to any of the names on your Other Names list.

To find...

Do this

Two or more specific names

Click the Name drop-down list and choose Multiple names. Select each name you want to include in the search.

An entire category of names

Click the Name drop-down list and choose the category you want. For example, to limit the search to vendors only, click the Name drop-down list, and then choose All Vendors.

One name only

Click the Name drop-down list and choose the customer, job, vendor, or employee from the last section of the list.

Example: Your business buys office supplies from three different vendors. To limit a search to purchases from those vendors, select the Name from the Filter scroll box, click the Name drop-down list, choose Multiple names, and then click the names of your office supply vendors.

Payroll item

Payroll items are the amounts that make up a paycheck. They include the taxes and deductions that affect the check total as well as company expenses related to payroll. You can search for transactions that contain a particular payroll item.

To find...

Do this

Two or more specific payroll items

Click the Payroll Item drop-down list and choose Multiple payroll items. Then select the name of each payroll item you want to include in the search.

An entire category of payroll items

Click the Payroll Item drop-down list and choose the category you want from the list. For example, to limit the search to withholding taxes, click the Payroll Item drop-down list and choose All Taxes Withheld.

One payroll item only

Click the Payroll Item drop-down list and choose the payroll item from the last section of the list.

Number

This is a transaction's number—for example, the check number on a check or the invoice number on an invoice.

To find...

Do this

A range of numbers

Enter the beginning number in the first field and the ending number in the second field.

A single number

Enter the number in the first field. Leave the second field blank.

Example: To find invoices 500 through 675, enter 500 in the first field and 675 in the second field.

Posting status

Posting status refers to whether QuickBooks records a transaction in one of your registers. Most transactions post to a register; for example, when you create an invoice, QuickBooks records the amount in your accounts receivable register. A few types of transactions—estimates, pending sales, and purchase orders—are non-posting in that they never appear in a register.

Click...

To search for

Either

All transactions, regardless of whether they post to a register.

Non-posting

Estimates, pending sales, and purchase orders only.

Posting

All transactions except estimates, pending sales, and purchase orders.

Transaction type

A transaction’s type indicates what the transaction is—a check, for example. You can limit a search to only invoices, only bills, only checks, and so on.

To find...

Do this

One type of transaction only

Choose the transaction type (check, invoice, and so on) from the Transaction Type list.

Two or more types of transactions

Choose Multiple Transaction Types from the Transaction Type list. Then select each type of transaction you want to include in the search.

All transactions regardless of type

Choose All from the Transaction Type list.

Printed status

Printed status indicates whether you have printed a check, paycheck, sales form, or a purchase order.

Click...

To find

Either

All transactions, regardless of whether you have printed them yet.

Printed

Printed transactions only.

To be printed

Unprinted transactions only.

Example: For best results, use this filter in combination with the Transaction Type filter. For example, to find all checks that have been printed, set the Transaction Type filter to Check and the Printed Status filter to Printed.

Aging

This is the number of days an invoice or bill is past due.

Click...

To show

Any

All past due invoices or bills.

=

Invoices or bills that are past due by only by a specific number of days. For example, 30 days, but not 28 or 31.

<

Invoices or bills that are past due up to and including a specific number of days. For example, up to 30 days, but not over 30.

>

Invoices or bills that are past due by at least a specific number of days. For example 30 days and beyond, but not under 30.

Examples: To show invoices or bills that are at least 60 days overdue, click > and enter 60 in the last field (the one to the right of the > symbol). To show invoices or bills that are overdue by 30 days or less, click < and enter 30.

Received

Received indicates whether a purchase order is open or closed. A purchase order remains open as long as it lists at least one item that you haven't received from the vendor. QuickBooks automatically closes a purchase order when you receive all the items (you can also close a purchase order yourself if your vendor is out of an item that you ordered).

Click...

To find

Either

All purchase orders, regardless of their status.

No

Open purchase orders only.

Yes

Closed purchase orders only.

Example: For best results, use this filter in combination with the Transaction Type filter. For example, to find all purchase orders that have been closed, set the Transaction Type filter to Purchase order and the Received filter to Yes.

Class

Classes let you group transactions in ways that are meaningful to your business. You can limit a search to transactions related to a particular class.

To find...

Do this

Two or more specific classes

Click the Class drop-down list and choose Multiple classes. Select each class you want to include in the search.

One class only

Click the Class drop-down list and choose the class from the last section of the list.

Example: Your business uses classes to denote sales regions. To find sales in the Pacific and Southwest regions, select Class from the Filter scroll box, click the Class drop-down list, choose Multiple classes, and then choose Pacific and Southwest.

Rep

Rep refers to the initials of the sales representative who made a sale. If you use the Rep field on your sales forms, you can search for sales made by a particular sales representative.

To find...

Do this

Sales by two or more reps

Choose Multiple sales reps from the Rep list. Then select the initials of each sales representative whose sales you want to include in the search.

Sales by one rep only

Click the Rep drop-down list and choose the initials of the sales representative from the bottom section of the list.

Cleared

Cleared refers to whether you have reconciled your QuickBooks records against your bank or credit card statement. QuickBooks marks cleared transactions with a Checkmark in a checking, bank, or credit card register.

Click...

To find

Either

All transactions, regardless of whether they have cleared.

Yes

Cleared transactions only.

No

Uncleared transactions only.

Ship date

This date is the shipping date entered on a sales form.

To show dates...

Do this

Within a standard period of time

Choose one of the time periods from the Ship Date drop-down list. For example, choose Last Quarter to find sales that were shipped during your last fiscal quarter.

Between two calendar dates

Enter the dates in the From and To fields.

Customer type

Customer types let you group your customers in ways that are meaningful to your business. You can restrict a search to transactions related to a particular customer type.

To find...

Do this

Two or more customer types

Click the Customer Type drop-down list and choose Multiple Customer Types. Select each customer type you want to include in the search.

One customer type only

Click the Customer Type drop-down list and choose the customer type from the last section of the list.

Example: A construction business uses customer types to group its customers by location. To find transactions with customers in San Tomas county, select the Customer Type from the Filter scroll box, click the Customer Type drop-down list, and then choose San Tomas.

Ship via

Ship via refers to the shipping method indicated on a sales form or a purchase order. If you use the Ship Via field on sales forms or purchase orders, you can limit a search to only the sales or purchases for which you used a particular shipping method—for example, UPS.

To find...

Do this

Two or more shipping methods

Choose Multiple shipping methods from the Ship Via list. Then select each shipping method you want to include in the search.

One shipping method only

Choose the shipping method from the bottom section of the Ship Via list.

Detail level

Detail level refers to the detail lines in a transaction (for example, the line items on an invoice or the expense account detail on a check).

Click...

To do this

All

Search for detail lines in a transaction.

Summary only

Exclude detail lines from the search.

All except summary

Include detail lines but not transaction totals in the search.

Template

Template refers to the version of the business form you used when you entered a transaction. If a particular business form in QuickBooks doesn’t meet your needs, you can create your own version—called a template—in which the fields, columns, and text on the form appear exactly the way you want them to.

This filter is particularly useful when you use two or more templates of the same form and you want to find transactions that use a particular template.

To find...

Do this

All templates

Choose All from the Template list.

Two or more particular templates

Choose Multiple templates from the Template list. Then select each template whose transactions you want to include in the search.

One template only

Choose the template from the bottom section of the Template list.

Due date

Due date applies to both sales and expenses. It can be:

  • The date a customer owes payment on an invoice or statement charge.

  • The date your company owes payment on a bill.

To find...

Do this

Due dates within a standard period

Click the Due Date drop-down list and choose one of the time periods. For example, choose Last Quarter to find invoices or bills that were due during your last fiscal quarter.

Due dates between two calendar dates

Enter the dates in the From and To fields.

Terms

Terms are the conditions under which:

  • A customer owes payment on an invoice or statement charge.

  • Your company owes payment on a bill.

QuickBooks uses a shorthand notation to express payment terms. For example, 1% 10 NET 30 means "payment due in 30 days, 1% discount if paid within 10 days."

To find...

Do this

Two or more sets of payment terms

Choose Multiple terms from the Terms list. Then select each set of terms you want to include in the search.

One set of payment terms

Choose the payment terms from the bottom section of the Terms list.

Entered/Modified

These are the dates when a transaction was entered or modified.

To find...

Do this

Entries made within a standard period of time

Click the Entered/Modified drop-down list and choose one of the time periods.

Entries made between two calendar dates

Enter the dates in the From and To fields.

Vendor type

Vendor types let you group your vendors in ways that are meaningful to your business. You can restrict a search to transactions related to a particular vendor type.

To find...

Do this

Two or more vendor types

Choose Multiple Vendor Types from the Vendor Type list. Then select each vendor type you want to include in the search.

One vendor type only

Choose the vendor type from the last section of the Vendor Type list.

Current choices

This table shows all of the filters settings that currently apply to the search.

To change a filter setting

  1. Click the filter in the table.

  2. Enter your new settings in the fields that appear.

To apply another filter to the report

  1. Select the filter from the scrollable list on the left.

  2. Fill in the fields that appear.

To remove or clear a filter

  1. Click the filter in the table.

  2. Press the Delete key.

List of found transactions

This list, at the bottom of the Find window, shows all the transactions that match your current search criteria.

Reset

Clears the result of your search and removes the filter selections you made. Click Reset when you want to start over or search for different transactions.

Go To

Displays the transaction you have selected.

Report

Creates a report showing the search results. You can print this report to get a paper copy of your search results. The magnifying glass icon means you can double-click that item to see details about that transaction.

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