I can no longer search my expenses using my chosen reference

Thank you for reaching out to the Community, contact202.

Could you share more about where you're currently looking for your expenses? If you're checking from the main dashboard, you can search using specific details, like a reference number or keyword, to locate the transactions.  

For a more detailed view, I recommend visiting the Expenses tab. You'll find all expense transactions there, and you can narrow your search quickly by applying filters, such as specific dates.

Here’s how:

1. Navigate to All apps.
2. Select Expenses & Bills.
3. Click the Filter icon and pick the appropriate reference.
4. Hit Apply to view the filtered results.

If you’ve tried both options and still can't locate your expenses, it’s possible that they might have been deleted accidentally. In this case, you can check the Audit Log, which keeps a record of all past activity. From there, you can review the record and recreate those transactions if needed.  

If you have any additional questions or concerns related to QuickBooks, feel free to reply to this thread.

In transactions I could search for my job reference and it would bring up totals by month, 

now they don’t pull through. 

the individual invoices are still there with the reference I’ve given them, but won’t pull together collectively 

Hi there, @contact202. I understand how useful it is to have your monthly totals automatically grouped for a clear view of your data. Since you're using QuickBooks Online, let's explore a few features designed to aggregate these totals and get you the insights you need.

This shift is often due to updates in the Global Search and Transaction List logic, which now prioritize finding individual transactions over grouping them. To restore your monthly totals, we can move from searching to summarizing using specific report features.

To pull your expenses and invoices together by your job reference and see them by month, please try these steps:

1. Go to Reports and search for Transaction Detail by Account.
2. Click Customize at the top.
3. In the Rows/Columns section, select Month from the Group By dropdown.
4. Go to Filter, check Memo or the specific field where your reference is, and type your job reference.
5. Select Run Report. This should display the collective totals for that reference, broken down by month.

You can also check the Project center if your job reference is tied to a specific Project name. Here's how:

1. Go to the Projects menu on the left.
2. Click on the project that matches your reference.
3. Look at the Overview or Project Profitability tab. This area is specifically built to pull "individual invoices" together collectively and show them by month and category without you having to search.

To ensure accuracy and protect your prior periods, verify that your reference isn't split between the Memo and Reference No. fields, as QuickBooks Online treats these as separate entities.

In the future, once your Transaction Detail report is filtered to your liking, click Save customization. This saves it to your Custom Reports tab for easy one-click access to your monthly totals.

If you have other questions about QuickBooks, please don't hesitate to click the Reply button below.