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Gill1
February 7, 2019
Solved

Reference numbers for filing documents with quickbooks

  • February 7, 2019
  • 3 replies
  • 0 views

With my current finance system, every time I post a transaction the system allocates it a transaction number which I note on the hard copy supporting documentation which I then file in transaction number order.  This gives an easy reference system for both myself and the auditors to trace the documents.  I cannot see that quickbooks has such a feature so how do other people reference to hard copies?  I know in an ideal world we would scan and attach everything but we aren't there yet and won't be at the time we have to start up with quickbooks.  I'm hoping someone else out there is still working with paper.

      Best answer by TaliaI

      Hello Gill1,

       

      At the moment, QuickBooks will only generate one single transaction number. To have both a transaction number and a reference number, you would have to turn on the option for custom fields. You could then have an extra field on your invoice where you can enter a reference number, however this number will not be generated for you.

       

      If you would like this feature to be included in future updates, please use our Feedback tool (within the cog wheel menu) to let our developers know and they will look into that for you.

       

      Thank you,

       

      Talia

      3 replies

      T
      TaliaI
      February 7, 2019

      Hello Gill1,

       

      Thank you for your post.

       

      Can you confirm, are you looking to allocate a certain number to your transactions or would you have a transaction number as well as a reference number?

       

      Thanks,

      Talia

      G
      Gill1Author
      February 7, 2019

      Hi Talia,  I am looking for a separate, (internal), transaction number as I use the reference number to record the invoice number on the supplier invoice, the transaction number will be for filing purposes. Gill

        T
        TaliaIAnswer
        February 7, 2019

        Hello Gill1,

         

        At the moment, QuickBooks will only generate one single transaction number. To have both a transaction number and a reference number, you would have to turn on the option for custom fields. You could then have an extra field on your invoice where you can enter a reference number, however this number will not be generated for you.

         

        If you would like this feature to be included in future updates, please use our Feedback tool (within the cog wheel menu) to let our developers know and they will look into that for you.

         

        Thank you,

         

        Talia

        J
        JKShoelife
        June 1, 2021

        Hello,

         

        Im trying to find out how when you click on the "Find" icon, why cant you search for the ref #?  I dont have that option on my Quckbooks Desktop.  If there is a way to quick search it please let me know.  I made an example below.

         

        I receive a bill from a company " ABC Company" their invoice number is 125478. I want to go into my "find" icon and click on Ref # and look for that number only.

         

        Please help! Thanks in advance.

        Kim

        MaryLandT
        MaryLandT
        June 1, 2021

        Let me walk you through finding the invoice number 125478 on your QuickBooks Desktop (QBDT) file,  JKShoelife.

         

        In QBDT, you can use the Find feature to locate transactions. To do this, press the CTRL + F on the keyboard or click the Edit menu, then select the Find option.

         

         

        When the Find window opens, you'll see two tabs, Simple and Advanced. 

        • Simple: This option allows you to search for transactions based on the type of transaction.
        • Advanced: This option allows you to search for transactions in great detail. This is a very handy option to use when you are searching for a transaction of a specific amount.
           

        Use the Simple tab and enter the invoice number in the Invoice # field, then press Find.

         

         

        You can also run reports, like Transaction List by Customer or Transaction Detail. Then, customise them to get the data that you need.

         

        For the Transaction List by Customer report, here are the steps on how to customise it:
         

        1. Select Custom & Receivables from the Reports tab, then click on  Transaction List by Customer.
        2. On the report's page, click on the Customize button so you can filter the report to show just the invoices.
        3. Go to the Filter column under the Modify Report window, then search for Transaction Type.
        4. Under TransactionType select Invoice, then tap OK.
        5. Go to the Display column, to customize the columns you want to display on the report by putting a check-mark beside it.
        6. Click on the OK button to save the customization and hit Refresh.
           

        In addition to this function, you can browse this link to learn what other shortcuts you can use: Keyboard shortcuts in QuickBooks Desktop.

         

        Let me know if you have follow-up questions about finding an invoice. Simply leave a comment below, and I'll get back to you.

        P
        pamelajoperkinshotmailcom
        August 3, 2022

        Transaction Numbers: Maybe the below can help.
        I am using QUICKBOOKS PRO 2013 DESKTOP.
        For my Bill, Bill Payment, Check, Credit, Credit Card Charge, Credit Card Credit, Invoice, and Payment I have a way to see what Transaction Numbers QuickBooks has assigned.
        I then write that Transaction Number onto the paper copy of my document because that number can tell who, what, and when that info was entered.

        To find the Transaction Number I am talking about do the following:
        Reports
        Accountant & Taxes
        Transaction List By Date
        Customize Report
        Display
        BELOW Dates From and To
        Columns
        (left margin)
        Trans # PLACE A CHECK MARK IN FRONT OF THIS

         

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