Join Bonnie Biafore for an in-depth discussion in this video Using Find and Search, part of QuickBooks Desktop Tips and Tricks.
- The QuickBooks Search and Find features both help you find information; the difference is in approach. Search is great if you want flexibility. You can Search on some keywords, and then choose options to fine-tune the results. The Find feature is still flexible, but it's ideal when you want to set up one or more Tests to track down matching results. The Search box sits at the top of the left icon bar. You can type your keywords in the box, let's say I'm gonna look for anything that has the word 'vitae' in it, and then, you guessed it, you click the magnifying glass.
That opens up the Search window, and it shows 'vitae' in the box. Now if you don't see results, you might have to update your company file to help it search. If you need to do that, click Update Search Information. When you see the message about the Search Update being successful, click OK, and you'll see your results. Now what happens is, on the left side, you see where the results come from. There's seven results, five of them are from transactions, and two are vendors.
On the right side you see all of them, initially. If you want to look at the transactions, you can click Transactions, and that'll expand, and it shows you that two of the results are bills, two are bill payments, and there's one purchase order. If you wanna see what the vendors are, maybe you remembered Vitae Corporation, but you just can't recall what the other vendor is with 'vitae' in the name, click Vendors. Oh yeah, that's right, Vitae Consulting.
Well, let's go back up to the full list. You can also filter the results, using amounts or date ranges. Let's say I want to filter by transactions that are less than $1,000.00. I'm gonna select Transactions in the Show Results From. And then, in the Amount dropdown list, I'm gonna choose Less than. And of course, I'll type the amount in the Amount box, and click Go.
That filters the results, and it shows the Bill, and the Bill Payment, and of course the one Purchase Order. They're all less than $1,000.00. One thing you might notice as I point at different results, you'll see different icons that you can click. If you wanna open up a Bill, click the Open button, and that'll open up that Bill in the Enter Bills window. I'm gonna close that window, and go to the Purchase Order.
With Purchase Order, you can either Open it or Email it. And if I point at a Vendor, I have three choices. I can open the Vendor Center by pointing at Open, I can open the Edit Vendor window by clicking Edit, or if I click Enter Bills, what do you think's gonna happen here? That's right. It opens up the Enter Bills window, and fills in the Vendor for you. So that's a handy shortcut if you're ready to create bills for a vendor.
Now I'm gonna close this window, and then click No, because I don't want to record a bill. One last thing about Search. Up at the top of the left icon bar, there's a down arrow in that keyword box. What that does is it lets you search your company file, or QuickBooks Help. So if you need help on QuickBooks, you can click that then type your keyword, and maybe its 'invoice'. Then, when you click the magnifying glass, the Have a Question? window opens, with information about invoices from QuickBooks Help.
Well, enough of the Search. I'm gonna close these windows, and now we're gonna take a look at Find. The easiest way to get to the Find window is a keyboard shortcut, CTRL + F, just like in a lot of other programs you use. We're gonna start with Simple Find, so I'm gonna click the Simple tab. There're only a few fields that you can fill in. For example, let's say that we wanna look for Bills. So in the Transaction Type dropdown list, choose the type you're looking for.
In this case, I wanna look for Vitae Corporation, so I click the down arrow in Vendor box, find Vitae Corporation and choose that. That's all I wanna fill in for this, so I can leave the other fields blank, and click Find. That tracks down the two bills for Vitae Corporation. If you need to look at one of them, select it in the table, and click Go To. And that opens it up in the Enter Bills window. All right, I'm gonna close the Enter Bills window, and now, we're gonna take a look at Advanced Find.
So I click the Advanced tab. Now Advanced Find is set up a little differently. Here you're setting up Tests to run on your transactions. Let's say we wanna look for Bill Payments. I'm gonna scroll in the Choose Filter list until I find the field Transaction Type. There it is. Click that to select it. That brings up a dropdown list. All you really have to do here is select Bill Payment.
That adds the Test over in the Current Choices table. I want to add some more Tests. I'm gonna scroll up to the top and find the Date field. When I click Date in the filter list, that brings up a couple of different boxes for choosing dates. Now you can choose different Date Ranges if you want from the dropdown list. But in this case, I'm gonna type in dates. September 1, 2015 in the From box, and then in the To box, it'll be September 30th.
When I click away, that adds the Date Test to the Current Choices list. Well, I'm on a roll here, I'm gonna add one more Test. And this one is gonna be for Transaction Number. I scroll down until I see the Number field in this Filter list, and when I click that, Quickbooks adds fields for selecting numbers. Well, I'm gonna type 1901 to 1904. Well, that's the last Test, I think we've got enough.
Go ahead and click the Find button. You see all of your Tests that are run on the transactions, and here are the results that pass all of those Tests. You can see that they're all dated in September, and the numbers are between 1901 and 1904. This is the great thing about Advanced Find, is you can tweak these Tests, until you find exactly what you need. Well, let's say that we don't want the Date Test any more.
I select that in the Current Choices table, and on the keyboard, press the Delete key. Now that takes the Test out of the list, but we haven't updated the Find yet. To do that, click the Find button again. Notice what happens in the table. Well, now we have a fourth transaction that matches. The numbers are still between 1901 and 1904, but now that one that appeared is dated in August.
Go ahead and edit your Find Tests until you get the results you want. You can add Tests, you can modify the Test filters, or you can remove Tests, just remember to click the Find button to update the search. Well let's close this Find window, and I'm gonna show you one more thing, which is where there are Find features scattered throughout Quickbooks. For example, on the Home page, click Enter Bills, and that opens up the Enter Bills window.
Well at the top left there's a Find button. Try it out. When you click it, it opens up a simplified Find Bills dialog box. It's all set up for tracking down Bills. You have fields like Vendor, Reference Number. Well I'm gonna close these windows, and instead I'm gonna click Create Invoices. And that opens up the Create Invoices window. Once again, there's a Find button at the top left.
What do you think's gonna happen when I click this Find button? That's right, you get a different version of a simplified Find dialog box. This one is set up for finding invoices. There's a field for Customer Job, Invoice #, and so on. And of course, if you wanna get back to Advanced Find to set up all your Tests, click the Advanced button, and that swaps it out to the full-blown Find window.
All right, let's close these windows and just look in one more place. On the Home page, I'm gonna click Items & Services to bring up the Items List. The Find feature here looks a little bit different. You have a 'Look for' box and that's for keywords, so let's say I'm gonna look for the word 'glow'. Then, you can choose a dropdown list and choose the fields you wanna look through. In this case, I'm not gonna look through All Fields, I'm gonna look in the Sales Description.
I choose that and then of course, click Search. And sure enough, all of the items for the skin care have 'glow' in the description, so they all pop up in the list. Then if you wanna go back to the full list, click Reset. Go ahead and click the X at the top right of the Items List to close that window. That's a quick overview of how to use Quickbooks' 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