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  • Finding a transaction


 

 

There are several ways to find a transaction. The method you use depends on the information you have at hand. See the instructions for each method below this table:

Use the...To find...
Find Transactions window

journal entries, sales, purchases, cheques, deposits, supplier and customer payments, money transfers.

Sales Registertransactions relating to sales (such as open and closed invoices), quotes, orders, credits and returns. This method is most useful if you know the transaction date or the customer’s name.

Purchases Register

(Not Basics)

transactions relating to purchases (such as open and closed bills) quotes, orders, debits and returns. This method is most useful if you know the transaction date or the supplier’s name.
Bank Registercash and bank transactions, including customer and supplier payments.

Items Register

(Not Basics)

inventory item transactions for a particular date range. This includes adjustments, auto-build and other inventory transactions.
Transaction Journal windowany transaction by source journal. This includes Disbursements, Receipts, Sales, Purchases and Inventory transactions.
Recurring Transactions List windowrecurring transactions. You can sort transactions by name, type, or frequency, or search for a transaction by name, amount, or next due.

Most of the above windows enable you to search a date range and you can search for transactions recorded in previous financial years.

You can also print the data in each window as a report by clicking Print.

Print Find Transactions window

When the report appears, click the Insert/Modify tab and you can move columns and order data in the report to your liking.

Printing a transaction window

There's lots more you can do to set your transaction report up the way you want it – see Customising reports.

Need to change or delete a transaction? See Changing or deleting a transaction.

Need to see who created a transaction? See Company file security audits.

 

To find a transaction using the Find Transactions window

To find a transaction using the Find Transactions window

  1. From any command centre, click Find Transactions from the bottom of the command centre.

  2. In the Find Transactions window, click the appropriate tab—for example, the Card tab to search by card.
  3. Filter your search using the Search By and date range fields. Results will appear based on your search criteria.
    Find transactions window with card transactions listed
  4. If you want to narrow your search further:
    1. Click Advanced. The Advanced Filters window appears.
    2. Type or select additional search filters, and click OK. The transactions that match your search criteria appear in the Find Transactions window. You can view a transaction in detail by clicking the zoom arrow () next to it.

    Quotes and orders without applied payments don’t appear in the Find Transactions window (Not Basics)

    To find these types of transactions, go to the Quotes and Orders views of the Sales Register or Purchases Register.

To find a transaction using the Sales Register window

To find a transaction using the Sales Register window

The Sales Register window lists all open and closed invoices, quotes, orders, returns and credits. You can also view a list of all sales, if you choose.

  1. Go to the Sales command centre and click Sales Register. The Sales Register window appears.
    Search for transactions using the Sales Register
  2. Click the tab of the sales category you would like to view—for example, Open Invoices.
  3. [Optional] Filter your search using the Search By and date range fields. The transactions that match your search criteria appear in the Sales Register window. You can view a transaction in detail by clicking the zoom arrow () next to it.
To find a transaction using the Purchases Register window (Not Basics)

To find a transaction using the Purchases Register window (Not Basics)

The Purchases Register window lists all open and closed purchases, returns and debits, quotes and orders. You can also view a list of all purchases.

  1. Go to the Purchases command centre and click Purchases Register. The Purchases Register window appears.
    Search for transactions using the Purchases Register
  2. Click the tab of the type of purchase you would like to view—for example, Open Bills.
  3. [Optional] Filter your search using the Search By and date range fields. The transactions that match your search criteria appear in the Purchases Register window. You can view a transaction in detail by clicking the zoom arrow () next to it.
To find a transaction using the Bank Register window

To find a transaction using the Bank Register window

You can use the Bank Register window to find cash and banking transactions like Spend Money, Receive Payments and Receive Money transactions.

  1. Go to the Banking command centre and click Bank Register. The Bank Register window appears.
  2. Type or select the bank, credit card or petty cash account you used for the transaction in the Account field.
  3. In the Dated From and To fields, enter the date range during which the transaction was recorded. The transactions that match your search criteria appear in the Bank Register window.
    Bank register window with transactions listed 
  4. If you want to view a transaction in detail, click the zoom arrow () next to the transaction.
To find a transaction using the Items Register window (Not Basics)

To find a transaction using the Items Register window (Not Basics)

The Items Register window gives you quick access to transactions relating to items. When the register is filtered to show a single item, a running balance of the item’s quantities and values appears.

  1. Go to the Inventory command centre and click Items Register. The Items Register window appears.
    Items register window with transactions listed
  2. In the Search By field, select whether you want to view transactions for all items or a single item.
  3. If you selected Item at step 2, type or select the item number in the field that appears to the right of the Search By field.
  4. In the Dated From and To fields, enter the date range during which the transaction was recorded. The transactions that match your search criteria appear in the Items Register window.
  5. If you want to view a transaction in detail, click the zoom arrow () next to the transaction.
To find a transaction using the Transaction Journal window

To find a transaction using the Transaction Journal window

The Transaction Journal window groups all your accounting entries into journals, or you can display all transactions.

  1. Click Transaction Journal from any command centre (except Card File). The Transaction Journal window appears.
  2. Click the appropriate tab—for example, the Sales tab to find a sales invoice.
    Transaction journal window with transactions listed
  3. In the Dated From and To fields, enter the date range within which the transaction was recorded. All transactions between (and occurring on) these dates will be listed.
  4. If you want to search for a range of journal ID numbers, enter the range in the ID From and To fields. All transactions with IDs between (and matching) these numbers will be listed.
  5. To open the transaction in its original window, click the zoom arrow () to the left of the journal entry.
To find a recurring transaction

To find a recurring transaction

  1. Go to the Listsmenu and choose Recurring Transactions. TheRecurring Transactions List window appears.
    Recurring transactions list window with a recurring transaction listed

  2. Locate the recurring transaction. You can:
    • sort the transactions by name, type or frequency
    • search for a transaction by name, amount or due date.
  3. For more information on changing the details of a recurring transaction, see Recurring transactions.