Was this page helpful?
Thank you!

Comments or suggestions?



Enter Email Address (optional)
email

Using Simple or Advanced Find

Find offers two options:

  • Simple

    Simple Find allows you to do a quick search using the most common transaction types. Transaction Types include Invoice, Sales Receipt, Credit Memo, and Check. The search results are displayed in the lower portion of the window. You can view an individual transaction by highlighting it and clicking Go To, or you can view a report by clicking Report.

    Go to the Edit menu and click Find. Click the Simple tab.

  • Advanced

    Advanced Find lets you do a more detailed search for transactions than you can do using Simple Find. Advanced Find allows you to apply filters to your search criteria. When you apply a filter, you choose how you want QuickBooks to restrict the search results—to certain customers, for example. QuickBooks then excludes from results any transactions that don't meet your criteria.

    You can apply filters either one at a time or in combination with each other. Each additional filter you apply further restricts the content of the search.

    The search results are displayed in the lower portion of the window. You can view an individual transaction by highlighting it and clicking Go To, or you can view a report by clicking Report.

    Go to the Edit menu and click Find. Click the Advanced tab.

To use Simple find for basic searches

  1. Go to the Edit menu and click Find.

  2. Click the Simple tab.

  3. Click the Transaction Type drop-down list and choose the transaction type.

  4. Fill in the fields that appear.

  5. Click Find.

  6. To open a transaction, select the transaction you want to see and click Go To.

  7. (Optional) To print a report showing the transactions that were found, click Report. When the report appears, click Print at the top of the report.

  8. To start over or search for different transactions, click Reset.

To use Advanced find for more detailed searches

  1. Do a simple find, described above.

  2. Click the Advanced tab and use filters to refine your search.

    filters

    How to fill in fields for filters

    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.

  3. Select a filter from the list and fill in the fields that appear. You can use multiple filters for your search.

  4. Click Find.

  5. If the search results are too long, you can narrow your search results.

    Refining your search

QuickBooks Enterprise Solutions offers more advanced Go online list searching capabilities.

&qb_enterprise_solutions; offers more advanced Go online list searching capabilities.

See also

KB ID# H_FIND_HDI_SIMPLE_OR_ADVANCED
9/24/2016 3:35:31 PM
QYPPRDQBKSWS03 9138 Pro 2017 16374d