Filter To Find What You Want

QuickBooks makes it easy to find information with their Filters.  A filter simply limits what you see (i.e. filters out what you don’t want) so you see only what you want to see.   Both the Find Feature and reports in QuickBooks use Filters. So once you know how to use filters in one place, you can use them elsewhere.

Perhaps you’re having problems reconciling the bank account and you’re off by a $500. Click on Edit>Find

Don’t let the word Advanced scare you off!  Click on Amount, then click the circle by = and type 500 in the box.  Notice on the right, QuickBooks is listing your current Filters/choices.  (Posting status refers to whether or not it affects your financial statements.  Estimates, Sales/work orders, Purchase Order are “non-posting”, i.e. they don’t affect your P & L or your Balance Sheet or other financial reports.)  QuickBooks very quickly finds all the transactions that meet your criteria.  It’s great when you see only a couple transactions.  But sometimes you’ll get a long list and will want to narrow it down some.

Perhaps you know that it’s from last month or you know it’s a payment and not an invoice. So if you scroll through the list of filters, you’ll see Date (in image below and Transaction Type (in image on the right).





So in this example, I selected last month for Date and Bill Payment for Transaction Type.  Now my list is much shorter.  (Don’t panic – this example lists only 1 transaction but shows “twice” because there are 2 sides to every accounting transaction).

Other filters I frequently use in the Find feature are Account, Class and Entered/Modified.   Perhaps I entered or modified a transaction today, but dated it the beginning of the month or some other date. This way I don’t need to know the actual date of the transaction – simply the date I created it!

You might find there are times when you want more than one filter in a given category.  Using the bill payment above, perhaps I want to see bills paid by check or credit card.  By clicking Multiple, I can choose more than one.

I’ve used the Find feature to create reports, and if you go to modify a report, notice you’ll have access to the same set of filters!   So maybe I want to see a list of bills that I clicked to pay but have not printed the checks yet.   Here’s what QuickBooks found. Notice you can click on Report or Export on the right.

So now that you’ve seen Filters, here are the filters to some common reports you run:

Profit & Loss

A/R Aging Summary

Now it’s your turn!  What do you want to find? Want a little more guidance? Here’s a great video on Filtering to Find What You Want .

Leave a Reply