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Filter, search, and sort with custom fields in QuickBooks

April 23, 2019 2 Min Read

Learn Filter, Search, and Sort list with custom fields in QuickBooks and Learn How to use custom fields to organise and track data in QuickBooks.

Custom fields let you track specific data across your sales forms, purchase orders, and customer profiles. You can create custom fields to track everything from sales reps to special customer information.

You can also use your custom fields to organize lists, narrow search results, and filter financial reports. This helps you track specific details that are important to your business.

Sort lists by custom field in QuickBooks

Organize your invoice, customer, and expense lists so they’re easier to read. For example, you can sort your invoices by sales rep to see which transactions each one worked on.

Select the Sales or Expenses menu from the Navigation Bar.
Go to the Invoices, Customers, or Expenses tabs.
Select the Gear icon on the list (not the Gear menu in the Icon Bar).

For example, if you created a customer loyalty program custom field, you can search for all transactions using it. This is How you Sort lists by custom field in QuickBooks

Search with custom field in QuickBooks (any Transaction)

See every transaction using a specific custom field. For example, if you created a customer loyalty program custom field, you can search for all transactions using it.

Select the Search (magnifying glass) icon.
Type the custom field name. To see a list of your active custom fields, select the Gear icon from any page and then select Custom fields.
Select a transaction from the search results.
To see the full list of transactions, select Advanced Search. Select the custom field from the drop-down menu next to the Contains or Equals field. Then select Search.

Filter your financial reports by custom field

Use custom fields to filter your reports to focus on specific details. For example, if you only want to see sales on Profit and Loss reports by sales reps, you can apply your custom field as a filter.