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Frequent Explorer *

Search Options

In our business each individual transaction has a code number. We have a section on our invoices and estimates that say "code" and we enter the code there. My question is: Is there a way to do a search for a specific code number? An example of one of our codes would be "1/25 3-65". I've tried the advanced search function but am unable to do the search. I am forced to open and look at each invoice separately to find the code I'm looking for and this is very time consuming.

6 Comments
QuickBooks Team

Re: Search Options

Hello, @earamirez2640.


I’m here to provide some insight on how you can find a transaction using a code in QuickBooks Desktop.


If the Code box is added as a custom field under the customer’s profile, you can search for it using the Find feature. Let me show you how:

  1. Go to Edit and select Find.
  2. Choose Advanced.
  3. Select Code on the Filter option.
  4. Enter the code of the transaction.
  5. Hit Find.

 

 

 

Follow the steps below to add Code as a custom field so you can use it to look for an estimate or invoice.

  1. Go to Customers menu and select Customer Center.
  2. Choose a customer from the list.
  3. Select Additional Info.
  4. Click Define Fields.
  5. Type in Code on the Label column and place a check mark on the Cust, Vend, Empl columns respectively.
  6. Hit OK to save the changes, then OK again on the Edit Customer window.

 

 

 

 

I’m adding a screenshot of what the custom code field looks like in an estimate:

 

 

Here's an article that tackles more about this: Use QuickBooks Desktop custom fields.

 

That should answer your concern for today. 


Post again in the Community if you have any questions. I’m more than happy to help. Cheering you to continued success!
 

Frequent Explorer *

Re: Search Options

Thank you so much for your response! You taught me something new. However, once I followed all of the steps you laid out I was still unable to get the search to work. Code # shows up in the advanced search but when I enter our code number to pull up an invoice it said there were zero matches. 

Frequent Explorer *

Re: Search Options

Thank you so much for your response! You taught me something new. However, once I followed all of the steps you laid out I was still unable to get the search to work properly. I can not see the "code" option in the advanced search setting but when I enter our code number it says there are zero matches. Is there something else I need to activate in our invoices or estimates to make the search work?

QuickBooks Team

Re: Search Options

I’m glad to see you again in the Community, @earamirez2640.


Thank you for trying out the solutions I shared above. Let me add some more information, so you can search for the transactions using a code.


If the code field on your existing invoices and estimates are added the same way as the steps I provided, you should be able to use the Find feature to look for it. If not, make sure to edit each transaction and replace the old code field with the one you recently added. 


Here’s how:

  1. Go to Customers menu and select Customer Center.
  2. Select the customer of the transaction you want to edit.
  3. On the right side portion of the screen, you’ll find the Transaction tab.
  4. In the Show drop-down, select Estimates.
  5. Look for the estimate you want to edit and double-click to open it.
  6. There should be another Code field showing on the transaction, move over the code of the transaction to the new field.
  7. Hit Save & Close.
  8. Follow the same steps above except choose invoices instead of estimates. 

 

 

 

Here's a screenshot of the result when searching for the estimate using the code:

 

 

For more information about these type of transactions, refer to the following articles:

That should get you pointed in the right direction.


Let me know if this works out for you, I’m always ready to help. Take care and have a great day!

Frequent Explorer *

Re: Search Options

Thanks again for responding.  There is not a new code box that shows up on our invoices or estimates. We have so many customers I wouldn't have time to move every code over to a new box even if there was one. We have so many invoices and estimates with different codes already listed on them. The only new thing that I've been able to see is the option to search for a code but still when we try to search for codes that we know for certain are our codes . . . there are zero matches found ;(

QuickBooks Team

Re: Search Options

Hello @earamirez2640,

 

Your time means a lot to us and I'm here to help you search for all of your transactions.

 

To start, verifying and rebuilding resolves possible data damage to your company file. You can consider this as the reason why you're unable to search the code of your invoices and estimates.

 

Let me show you how to verify your data:

  1. Go to File.
  2. Select Utilities.
  3. Choose Verify Data.
  4. Click OK.

Once done, here's how you can rebuild your company file:

  1. Go to File.
  2. Select Utilities.
  3. Choose Rebuild Data.
  4. Click OK.

This way, QuickBooks identify and resolve possible issues of your company file. From there, you can now successfully search the code of your invoices and estimates.

 

In addition, here's an article you can read to learn more about the Verify and Rebuild tool: Resolve Data Damage on your Company File.

 

It'll be always my pleasure to help if you have any other questions. I'm always around ready to help.