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How to Use QuickBooks Report Filters

QuickBooks Report Filters
QuickBooks Report Filters
Go Ask Debbie

Using QuickBooks generic reports will provide useful data, but report filters can help specify what you see. Report filters allow you to create customized reports when you need them.

QuickBooks reports can be run easily. To run any default report, click on the "Reports" menu item and select the report you wish to view. However, when running these standard reports, the report may show you more information than necessary. To show only the data you wish to view, use report filters.

To filter a report, follow these steps.

  • Open the report you wish to view, using the steps mentioned above.
  • The most obvious filter, the date range for the report, is located directly on the report window. Simply click on the "Dates" drop down and select the new range for your report.
  • To select other filters, click on the "Modify Report" button in the upper left section of the window.
  • In the "Modify Report" window, click on the "Filters" tab.

QuickBooks provides many different filter options. The most common filters your business may need include account, item, name, and transaction type.

For this example, let's say you want to run the "A/R Aging Detail" report for a specific customer. Open the report, click on the "Modify Report" button, click on the "Filters" tab, click on "Name" in the "Choose Filter" window on the left side of the screen, click on the "Name" drop down and select the specific customer for which you need to report.

If this is the only filter you need to use, simply click on the "OK" button at the bottom of the window. The report is now filtered to show only the customer you specified. Continue to select any filters you want to apply to the report. For each filter, the data in the report will be further restricted.

To remove the filter, follow the steps above and select "All Names" in the "Name" drop down. Click the "OK" button and the report now shows all customers.

NOTE: To remove a filter, you may simply click on the "Remove Selected Filter" in the "Current Filter Choices" window in the right corner of the "Filters" window. Remember to select the filter you wish to remove prior to clicking on the "Remove Selected Filter" button.

Another way to filter reports quickly is to open the "Customer Center" tab and select the customer you want to view. Click on any of the report links in the "Reports for this Customer" button on the upper right side of the window. This only allows filtering by customer, but you can see where this would be helpful in specifically looking for data by customer.

QuickBooks report filters are very easy to use while providing specific data. Follow the steps above and you'll be able to run reports like a pro.

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