Magnifying Glass (Global Search)

Quick reference

• 00:04 In this video,
• 00:05 I'd like to talk to you about the search feature within QuickBooks Online.
• 00:09 The search feature is hidden by in this magnifying glass in the upper right hand
• 00:13 corner of your screen.
• 00:14 So first, I'm going to click on that and
• 00:16 just let you know what you can see when you click on it.
• 00:19 The first thing that you might notice is that there's this
• 00:22 blank line with a blinking cursor and it says Search.
• 00:25 This is a place where you can type in a customer name,
• 00:28 a vendor name, transactions, a report you're looking for.
• 00:33 Oftentimes, I'll use it to search a dollar amount.
• 00:36 Down below that, you have recent transactions.
• 00:39 For the purpose of this video, we have one recent transaction.
• 00:43 But as you start to work within your QuickBooks file,
• 00:45 this will display the ten most recent transactions.
• 00:49 And then if you want to see more,
• 00:51 there'll be a little link down here that says see more.
• 00:54 In addition to this kind of basic search menu, you also have this advanced
• 00:59 search in the lower right hand corner, it's a blue hyperlink.
• 01:03 I want to show you something just so you can see it.
• 01:05 We know that there's a recent transaction for $26,000.
• 01:09 So I'm going to enter 26825.63.
• 01:15 I clicked Enter, and this is a weird glitch that will sometimes happen.
• 01:18 It happens more now than it did.
• 01:21 But it's common enough I think you should know what to do.
• 01:24 Now, a second ago, I'm searching and I know that this number is in here.
• 01:29 I know it's in here because I can see it as a recent transaction.
• 01:32 But in your example, when you're working within your QuickBooks,
• 01:36 you might know it's in there because you know you paid it.
• 01:38 Maybe it's your rent, maybe it's an office expense.
• 01:41 So what happened here was that instead of searching for
• 01:44 that dollar amount like we hoped it would do,
• 01:46 the QuickBooks said, I didn't find anything with that reference number.
• 01:50 And you're like, well, that's fantastic,
• 01:52 I was actually searching for a dollar amount.
• 01:54 What I'll have you do when this happens is click the drop down where it says
• 01:58 Reference Number and just change it to say Amount.
• 02:02 If you're looking at this and you see Amount and you also see Amount(Line or
• 02:06 Total), the difference between the two is sometimes when you make an entry,
• 02:11 you might say, I'm spending total of $10.
• 02:13 But I'm spending $5 for this expense account and $5 for that expense account.
• 02:19 You can search for those individual lines by clicking the second search option.
• 02:23 So I'm going to search for the amount.
• 02:25 I've copied it earlier and I'm just going to paste it in.
• 02:28 When you have the amount you'd like to search, go ahead and click on the green
• 02:31 Search, and this is going to bring up the transaction of that amount.
• 02:36 I can see that on 01/01, I have a credit card credit, different than a charge.
• 02:41 So essentially, a payment of 26,000 and some change.
• 02:45 Over to the right, it says it's last modified on 07/30/2020.
• 02:49 The last modified date doesn't really make a difference for
• 02:52 what we're doing, I just want you to know that you can search.
• 02:56 So I'm going to go ahead and
• 02:57 click this to open it up and kind of see what's going on.
• 03:00 Now, I can see this is a credit card credit.
• 03:03 The payee is blank, the account that it links to is the Alaska Airlines account.
• 03:08 Here's the date and here's the dollar amount.
• 03:11 Here's the category.
• 03:13 Fun fact, where it says category here, what it really means is chart of account.
• 03:17 Earlier when I said that $10 example, you might say $5 for one expense and $5 for
• 03:22 another, that's these two lines right here.
• 03:26 So I could say opening balance equity and I could put $5 here,
• 03:30 and then I could change this one to be $5 less, save and close.
• 03:36 It's been reconciled, that's fine.
• 03:38 We're going to go up to the global search and I'm going to search for $5.
• 03:43 And it says there's no $5 found and it says no reference for $5.
• 03:48 We know that $5 exists.
• 03:51 So I'm going to search again and
• 03:52 I'm not going to change this amount because I want to show you what happens.
• 03:55 When I click Search, I don't see it.
• 03:58 If I change it so that it says Amount(Line or Total) Equals,
• 04:02 and then I type in $5 and click Search, it shows up.
• 04:07 I'm going to click on this credit card credit so you can see it again and
• 04:10 see why it showed up.
• 04:13 QuickBooks was searching these individual lines and
• 04:16 it was searching the grand total.
• 04:18 When you say search by amount, it's only searching the grand total
• 04:22 unless you say QuickBooks, would you please also search the individual lines?
• 04:26 So there's different reasons you might have something in an individual line.
• 04:30 I just really wanted you to see the difference and
• 04:32 see how it might be helpful for you.
• 04:34 In later videos, we'll explore more of QuickBooks.
• 04:38 In these early videos, I want to give you a sense of the navigation and
• 04:41 the various ways that you can find things within your QuickBooks Online.
• 04:45 Thank you and we'll chat soon.

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