What’s New in QuickBooks: Search
[Quick note: As of June 13, the QuickBooks blog has moved to qboblog.com. Follow us there!]
The new QuickBooks Search has been enhanced to locate transactions using two different modes that offer a wide range of functionality. The Basic Search can be used to locate transactions quickly with a single piece of criteria. The Advanced Search can be used with 0-3 pieces of criteria, including ranges, to narrow the search results to a specific transaction sub-set.
The Classic Find provided a simple search with 1 piece of required criteria and didn’t have the advanced functionally to further refine the search now available. It also didn’t offer the feature to search the specific transaction line-items values that is extremely useful when working with transactions like Journal Entries. The results were shown in a simple table with fixed columns where further refining and extended use of the results wasn’t possible (e.g. sorting, paging, printing & exporting to Excel). You told us you wanted a better find and we hope this is an improved experience.
The search is now a global element that is always available to you from the top navbar via the magnifying glass icon. This was a great suggestion from you and we think it makes searching anytime you want across the product much easier. The Basic search allows you to find transaction(s) quickly using a single piece of criteria.
The format of the search value determines which transaction field is used for comparison. If there is only one search result, the transaction is “opened” in the appropriate page. If more than one result is returned, then the results are displayed on the Advanced Search page, where further critiquing to the search criteria can be completed.
The following 3 types of searches can be executed as part of the Basic Search:
Transaction Date Basic Search:
If the search value is in date format (locale specific), then transactions that have dates equal (=) to the value are returned. For example:
- In the United States, mm/dd/yyyy (12/25/2012) or m/d/yy (1/2/13)
- In the United Kingdom, dd/mm/yyyy (25/12/2012) or d/m/yy (2/1/13)
- In the Canada, dd-mm-yyyy (25-12-2012) or d-m-yy (2-1-13)
Transaction Amount Basic Search:
If the search value starts with the currency symbol (locale specific) or contains a decimal point “.”, then transactions that have amounts equal (=) to the value are returned. For example:
- In the United States & Canada, $## ($100) or ##.# (100.00 or 100.)
- In the United Kingdom, £## (£100) or ##.# (100.00 or 100.)
Transaction/Reference Number Basic Search:
For any other basic search value, then transactions that have Transaction/Reference containing (~) the value are returned. For example:
- 1001, 100-1, inv-001
For the times you need a more detailed search we have built an Advanced Search, accessible from the Basic Search box via a link below the search box. The Advanced Search can be completed across “All Transactions”, “All Transaction Lines” or a specific transaction type based on your role & product SKU.
Depending on the type of Advanced Search, different transaction fields can be used as criteria. For the “All Transaction Lines” & “Journal Entities” search types, line-item fields have been added in places to enable a more entity centric search. For example, when using a “All Transaction Lines” search, the “Line Amount” has been added to help locate a specific transaction line. This is every useful when trying to find a specific Journal Entry.
Each field has a specific set of operations (e.g. equal (=), contains (~), greater-than (>), less-than (<), etc.) that are deemed appropriate for the field. Convenience operations for Date & facilitated value entry for Names (Customers, Vendors and/or Employees), Accounts & Items/Services are supplied to enable ease of use. Each Advance Search can have from 0-3 pieces of criteria that are “AND”ed together to help narrow the results of a search.
The Advanced Search can be triggered in multiple ways:
- Criteria are entered and the “Enter” key is hit. This action clears the previous search filters and executes a single filter search.
- Criteria are entered and the “Search” button is clicked. This action clears the previous search filters and executes a single filter search.
- Criteria are entered and the “Add Filter” button is clicked. This action adds a filter to the previous search filters and executes the search. If more than 3 pieces of criteria exist, a warning will be displayed. To add the criteria one of the existing filters must be deleted.
- A filter breadcrumb is deleted by clicking the “X” to the right of the filter
Range Advanced Searches
Range searches can be performed on date & numeric fields to help refine a search. For example, if searching across “All Transactions”, the following steps would add a date range for all transaction dates in 2013:
- Select the “Date” field.
- Select the “After” (>=) operator
- Enter a date (e.g. 1/1/2013)
- Click “Add Filter”
- Select the “Date” field.
- Select the “Before” (<=) operator
- Enter a date (e.g. 12/31/2013)
- Click “Add Filter
Other Advanced Searches
Exact or Contains searches can be performed on fields with facilitated values. For an exact (=) search, choose a value from the provided list and execute the search. For a contains (~) search, enter an partial value and execute the search.
For example, if searching across “All Transactions”, the following steps would search for “Name”(s) that contain the value “test” (case insensitive):
- Select the “Name” field.
- The operator defaults to “Contains or Equals”
- Enter a name “test” (the list box will show values, but don’t select them, if you do an exact search will be done)
- Hit Enter or click “Search” or click “Add Filter”
Advanced Search Results
Most search types return transaction level values in a grid where the results can be further refined or can be used in different ways (e.g. sorting, paging, printing & exporting to Excel). For the “All Transaction Lines” & “Journal Entity” search types, line item values are returned in the grid, so the proper line-item can be identified more quickly. Clicking on the a result row will open the transaction in the appropriate page. If a Contact name is clicked on, the user will be navigated to a contact centric page.
The advanced search result grid (and most grids within the new QuickBooks) has the following features:
- The results can be sorted by enabled columns by clicking on the column’s header (1).
- When more than one page of results is returned, the results can be paged through by clicking on the icons on the bottom right corner of the grid (2).
- The results can be printed by clicking on the printer icon on the top right corner of the grid (3)
- The results can be exported to Excel by clicking on the export icon on the top right corner of the grid (4)
- The result columns presented can be altered by clicking on the settings icon on the top right corner of the grid (5)
Not seeing this version yet?
These features are in the new version of QBO today, but for those of you who started out on the previous version of QBO, we are moving those companies to the new version over time. Our goal is to ensure a smooth transition for every customer. With over 500K companies on QBO, that is a tall order! See this post for more details: https://community.intuit.com/questions/791220-how-do-i-switch-to-the-new-version-of-qbo?jump_to=answer_1832181
For a better understanding of why all these changes were made check out our previous blog article outlining details around the changes: What’s changed in QuickBooks
This concludes our brief overview of QuickBooks new search functionality. If you have additional questions on using QuickBooks Online please visit our Live Community where you can quickly get answers to all your accounting questions.Explore posts in the same categories: Features