Saturday, November 27, 2010

QuickBooks: Using Simple or Advanced Find

A client recently asked: “I seem to search and search for transactions. Is there a fast way to locate exactly what I need?”

Actually there is and it is the Find Tool which has two sides – Simple and Advanced.

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.

1. Go to the Edit menu and click Find. Click the Simple tab.
2. Click the Transaction Type drop-down list and choose the transaction type.
3. Fill in the fields that appear.
4. Click Find.
5. To open a transaction, select the transaction you want to see and click Go To.
6. (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.
7. To start over or search for different transactions, click Reset.

Advanced Find lets you do a more detailed search for transaction by applying filters to the 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.
1. Go to the Edit menu and click Find. Click the Advanced tab.
2. Use filters to refine your search.
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.

Example 1: You want to search for the invoices you wrote to three particular customers.
1. Go to the Edit menu and click Find.
2. Click the Advanced tab.
3. Select Transaction Type from the Filter scroll box.
4. Click the Transaction Types drop-down list and choose Invoice.
5. Select Name from the Filter scroll box.
6. Click the Name drop-down list and choose Multiple names.
7. In the window that appears, select the names of the three customers.

Example 2: You want to search for all checks greater than $500.00 that you wrote during the current fiscal year.
1. Go to the Edit menu and click Find.
2. Click the Advanced tab.
3. Select Transaction Type from the Filter scroll box.
4. Click the Transaction Types drop-down list and choose Check.
5. Select Date from the Filter scroll box.
6. Click the Date drop-down list and choose Fiscal year to date.
7. Select Amount from the Filter scroll box and enter 500.00.

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