QuickBooks Tips > Efficiency Tips > Seven Ways to Search QuickBooks
Seven Ways to Search QuickBooks
Over time, your QuickBooks company can grow in size to the point that it becomes difficult to find specific transactions. For instance, let’s say that you hire a new employee, and want to order another desk to match the ones in your office.
You vaguely remember the last time that you ordered a desk, but can’t remember which vendor, or how much you paid. In this article we’ll discuss seven ways that you can search QuickBooks to find transactions such as this, or when necessary, determine if a transaction was deleted.
Depending upon what you’re looking for, a register might be a fast way to find what you’re looking for, such as that desk we mentioned at the start:
Keep in mind that registers are just one way to find transactions in QuickBooks, and won’t always be appropriate for every situation. For instance, income and expense accounts don’t have a register’in those cases you need to take another approach.
#2: Simple Find
If necessary, click the Simple tab at the top of the window. You can then carry out searches based on transaction type, such as Invoice, Estimate, Bill, Check, and so on:
Once your list of transactions appears on the screen, you have several options:
#3: Advanced Find
To use Advanced Filter, simply choose a field from the Filter column, and then set the desired criteria. Your input choices will vary based on the field that you choose.
Conversely, you can make multiple selections when you choose a field like Item or Account. Keep adding new filters as needed. You can craft some very elaborate searches in this fashion. To eliminate a filter, click once on the item within the list on the right, and then hit the Delete key. Alternatively, the Reset button will also clear the decks for you.
As shown in Figure 5, this feature is not automatically enabled, and doing so may cause minor performance degradation on your computer. As shown in Figure 6, Google Desktop automatically groups transactions by type, and you can choose to sort by date.
Indexing required: Google Desktop initially runs an indexing process on your QuickBooks data. The length of time required for this varies, based upon the size of your QuickBooks company.
You’ll get the best results from your search if you wait until Google Desktop has completed its initial index. New transactions will automatically be indexed after this one-time process completes.
#5: Customized Lists
#6: Report Filters
As shown in Figure 9, you can click the Filters tab of the Modify Report window and make the same choices that we discussed previously in the Advanced Filter dialog box.
#7: Audit Trail: If you’ve exhausted all of the previous methods to find a transaction in QuickBooks, one final place to look is the audit trail. Someone could have deleted the transaction, either on purpose, or accidentally.
The audit trail formerly was an optional feature in QuickBooks, but starting with the 2006 versions and onward, it’s always on, so you’ll always have a searchable record of every transaction ever entered in QuickBooks.
You cannot view the details of deleted transactions in the audit trail, but at least you’ll know why it didn’t appear through any of the other search methods:
Did You Know?
Many applications are certified by QuickBooks, and most products include customer product ratings. Free trials are often available, so you can try products before you buy. The web site also includes a list of developers, so you can have a custom application written for you if can’t find an existing tool to meet your needs.
Seven Ways to Search QuickBooksjhbadmin2018-09-04T10:26:32+00:00