How to Filter Reports in QuickBooks Online – Instructions

How to Filter Reports in QuickBooks Online: Video

            This video lesson, titled “How to Customize the Filter Report Settings in QuickBooks Online,” shows you how to filter reports in QuickBooks Online. This video lesson is from our complete QuickBooks Online tutorial, titled “Mastering QuickBooks Online Made Easy.”

Instructions on How to Apply Report Filters in QuickBooks Online:

How to Filter a Classic View Report in QuickBooks Online:

            Report filters in QuickBooks Online restrict which data appears in a report, based on the filtering criteria you choose. To apply report filters to a report in QuickBooks Online if using the classic view, click the “Customize” button in the report customization section at the top of the report to open the “Customize report” pane and then click to expand the “Filter” section. To apply a filter using the classic view, check the checkbox next to a filter’s name. The filter then moves above a dividing line in this section.

            Then use the applied filter’s adjacent drop-down or field to select or enter the filter’s value or values. For drop-downs filters, you can often select a type of filter to apply at the top of the drop-down menu. Alternatively, you can also often select specific values in the drop-down menu by checking the checkbox or checkboxes next to the specific value or values to show. You can also often check the “(Select all)” checkbox to select all the filter choices, if desired. You can uncheck a checked filter choice in the drop-down menu to remove it from the report filter. For filters that use a field instead of a drop-down, you must type the value to find into the adjacent filter’s field.

            To remove an applied filter in the classic view, uncheck the checkbox next to the filter’s name in the list of applied filters above the dividing line. If you apply multiple filters to a report, data in the report must match all the applied filters to appear in the report.

A picture showing how to filter reports in QuickBooks Online if using the classic view.

How to Filter a Modern View Report in QuickBooks Online:

            Alternatively, to apply report filters to a report in QuickBooks Online if using the modern view, click the “Filter” button in the report customization section at the top of the report to open the “Filter” pane. Filters in the modern view show sets of three drop-downs per filter, by default. Use the first drop-down to select the field by which to filter. Use the second drop-down to select a comparison operator. Your choice of field and comparison operator then determines the number and type of final fields in this set.

            For most field and operator drop-down selections, then use the third drop-down to select a value or values from the selected field to find using the selected comparison operator. However, if you select a date field and date range, you may need to select two dates from two calendar drop-downs instead. Alternatively, if you select a single date, like today, you may not need to select anything. Alternatively, some field and comparison operator choices may require you to type a value into a third field to use as the filtering value.

            If needed, to add another filter in the modern view, click the “+ Add another filter” link below the first filter’s fields and then repeat the process. To delete a filter, click the small “X” button to the right of the field drop-down for the filter. Alternatively, to delete all filters, click the “Clear all” link in the upper-right corner of the “Filter” pane.

A picture showing how to filter reports in QuickBooks Online if using the modern view.