Join Bonnie Biafore for an in-depth discussion in this video Using Find and Search, part of QuickBooks Desktop: Tips and Tricks.
- [Instructor] The QuickBooks Search and Find features both help you find information. Search is great because you can search on keywords and then fine-tune the results. The Find feature lets you define criteria to find what you want. If you use the left icon bar, Search is really easy to get to because it's always sitting at the top of the left icon bar. In this box where it says Search, Company, or Help, you can type in keywords.
So, let's say that I want to find some information about a customer and the customer's name starts with All Kinds, so I type in those keywords and then click the button with the magnifying glass. That opens up the Search window. I have my keywords in there, so I can click the button with the magnifying glass to see the results. Over on the left-hand side, the results are categorized. So, for example, if I just want to see transactions, I can click the Transactions category and that filters the results, or if I just want to look at the invoices, I can click that and filter the results even more.
A different way to filter results is by Amount or Date Range. For example, if I click the down arrow where it says Exactly and choose Less than, I can fill in an amount and then when I click Go, it shows me all results from different categories where the amount is less than $1,000. You can also get to the Search function from the Edit menu and you can see that there is a keyboard shortcut, so you can open up the Search window any time you want just by pressing F3.
On the other hand, the Find feature is also on the Edit menu. The easiest way to get to this feature is by pressing Ctrl+f. That opens up the Find window. Now, let's start by looking at the Simple tab. This tab has a few boxes where you can choose your Transaction Type and then fill in other tests for your results. So, let's say that I want to look at bills.
I click the down arrow where it says Transaction Type and then I choose Bill, and let's say I start to type in the name of a vendor. When I see the vendor I want in the drop-down list, I can choose it, then, to see the results, click the Find button on the right side and it shows in the table that there are two bills for this vendor. If you want to open up a transaction, you can select it in the table and then click Go To to open up the window with that transaction.
On the other hand, if we go to the Advanced tab, you can set up as many tests as you want. For example, let's start by choosing a Filter by Transaction Type. I'm going to click the down arrow where it says Transaction Type and choose Bill Payment because those are the types of transactions I want to see. I could also add another test. Let's add a test for Date and I'm going to test for the month of September, so I start on September 1st and I'm going to end on September 30th.
Now that I have these two tests, I'm going to click Find to see the results. Well, let's say that I added this test for Date but I actually don't want that. I can select it in the Current Choices table and then press the Delete key on the keyboard to remove it. Instead of filtering by date, I'm going to add a test for Amount. Starting in QuickBooks 2017, the From and To boxes were added to the Amount filter. If I select that, I can specify a range for the amount, such as from $1,000 to $2,000.
Once I put that test in and click Find, now you can see, all of the bill payments are within that range. Features for finding information are scattered throughout QuickBooks. If I open the Enter Bills window, at the left side of the ribbon there's a Find button and when I click that, it opens up this small dialogue box that's set up to help you find bills. On the other hand, if I open up Create Invoices and click that Find button, the dialogue box is set up to help you find invoices.
Or if you open up the Item List window, you can specify keywords for the items that you're looking for in this box up at the top of the window and specify the fields that you want to look in. And that's how you use Search and Find to find the information you need.
- Adding, hiding, and sorting list entries
- Changing fields in record windows
- Finding info quickly
- Numbering transactions
- Adding logos to checks
- Applying discounts and credits to bills
- Invoicing cost overruns or fixed-price jobs
- Receiving payments
- Using journal entries
- Saving time on common tasks
Skill Level Intermediate
Q: This course was updated on 12/08/2017. What changed?
A: The following topics were updated: using Find and Search, restarting transaction numbering, sorting bills, and tracking most recent year’s earnings and earlier retained earnings separately.