How to Filter QuickBooks Reports for the Data You Want

It’s a great feeling (in a nerdy kind of way) when you run a report in QuickBooks and you get exactly the information you are looking for.

Sometimes the key to that is using the right filter.

Filters in QuickBooks simply restrict the data that appears on your report. This enables you to fine-tune your reporting results, getting to the crux of what you are looking for much faster.

To add or change a filter in a report, you run the report, then click the Customize Report button. Select the Filters tab. Here is the filter control for Transaction List by Customer:

You will see the report’s current filters in the right pane of the dialog box. You can change or delete those if you wish.

If you want to add a new filter, pick the field you want to filter in the drop-down filter list on the left. Commonly used filters are date (a specific date, or a range), name, account, transaction type, class, job, and paid status, but there are many more filterable fields you can pick from.

Once you pick the filter field you want, QuickBooks is pretty smart about how you specify your choice of information from there. For example, if you specify Transaction Type, it will offer you a drop-down list of all the transaction types. You can specify one Transaction type, or you can click “Multiple Transaction Types” and click away on the types you want to see in the report.

If at any point you want to go back to the report’s default filters, just click the Revert button.

When you are ready to apply your filter to the report, click the OK button. QuickBooks will apply your filter to the report results and refresh the screen.

Using filters is great for finding a needle in a haystack…when you know just one or two bits of information about what you are looking for, and don’t want to wade through pages and pages of detail to find it.

Filters are also great to find anomalies in your data…transactions with amounts, dates, or numbers that are outside the normal ranges.

Source: QuickBooks and Your Business Blog 2012

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