Find a group of transaction lines using Find & Recode

Begin recoding by searching for a group of transaction lines that match one or more conditions. You can also define conditions to exclude transaction lines.

Recoding can result in significant changes to accounts and reports. We recommend you only use Find & Recode if you are an accountant or bookkeeper, or have experience with recoding.

Search for transaction lines

To find a group of transaction lines in Xero:

  1. On the Adviser menu, click Find & Recode.
  2. Click Find & Recode.
  3. Image showing find and recode link.

  4. Select All to search for transaction lines that match several conditions at once. Select Any to search for transaction lines that match at least one of the conditions you specify.
  5. Image showing condition selector options.

  6. Click Add a condition, then select a search condition from the list. If you've created tracking options, they will appear at the bottom of the list.
  7. Image showing condition options.

  8. Enter details for the search condition you’ve selected.
    • Type, Status, Account, Tax rate, Entered by, and Tracking
      1. Select Is to include a specific condition; select Is Not to exclude a specific condition.
      2. Image showing is and is not.

      3. Select one or more items from the list displayed for the condition.
      4. Image showing items for condition.

      To find transaction lines that haven’t been assigned a tracking category, select Unassigned from the list displayed for tracking.

    • Contact
      1. Select Is to include a specific condition; select Is Not to exclude a specific condition.
      2. Enter at least one letter to view a list of contacts.
      3. Select a contact.
      You can only enter one contact per line. To search for additional contacts, click Add a condition, then select Contact.
    • Date

      Image showing is conditions.

      1. Select from one of the following:
        • Is between to search within a specific date range
        • Is to search for a specific date
        • Is before or Is after to search for an open-ended date range.
      2. Enter a date. If searching between two dates, enter the start and end dates.
    • Transaction total

      Image showing is equal to conditions.

      1. Select from one of the following:
        • Is equal to to search for a specific amount
        • Is less than to search for transaction totals up to a certain amount
        • Is more than to search for transaction totals greater than a certain amount
      2. Select a currency if your organisation has multiple currencies.
      3. Enter an amount.
  9. To add another condition, click Add a condition. To remove a condition, select X next to the condition you’d like to remove.
  10. Click Search.

Search conditions

You can search for transaction lines matching or excluding one or more of the following conditions.

  • Status

    You can search for transaction lines with statuses matching Draft, Awaiting Approval, Awaiting Payment, and Paid.

    When you search for statuses matching Awaiting payment, the search results will include transaction lines for spend money and receive money. Check that you'd like to include these transaction lines before recoding, or exclude these transaction lines from your query.

  • Account

    You can search for all account types in your organisation’s chart of accounts except:

    • Accounts Receivable

    • Accounts Payable

    • Unpaid Expense Claims

    • Tracking Transfers

    • Bank Revaluations

    • Unrealised Currency Gains

    • Bank Accounts

      • Inventory

        You can’t search for or recode the account on transaction lines with tracked inventory (account type = inventory). However, you can search for and recode transaction lines with untracked inventory (account type = current asset).

        Inventory typeTransaction typeCan search forDisplays in search resultsCan recode

        Tracked

        (account type = inventory)

        Bill
        Bill credit note
        Spend money

        No

        No

        No

        Sales invoice
        Sales credit note
        Receive money

        No

        Yes, if lines match other search conditions

        Tax rate, contact, and tracking only

        Untracked

        (account type = current asset)

        Bill
        Bill credit note
        Spend money
        Sales invoice
        Sales credit note
        Receive money

        Yes

        Yes

        Yes

      Information about tracked inventory

      Chart of accounts

  • Date

    Date of transaction: You can search for transaction lines created on a specific date or within a certain date range. For expense claims, instead of the creation date, you can search on the reporting date.

    Lock dates: You can’t search for transaction lines created prior to a lock date, unless the lock date was set for all user roles except advisers.

    Set and work with lock dates

  • Transaction total

    You can search for amounts equal to, less than, or more than a specific transaction total.

    The search results will show both the transaction total and the line total, but the search query is on the transaction total only.
  • Tax rate

    You can search for all active and archived tax rates for your organisation.

  • Entered by

    You can search for the user who created the transaction.

  • Contact

    You can search for active contacts, but not archived contacts. However, transaction lines with archived contacts will display in the search results when they match other conditions. You can also recode archived contacts.

    For expense claims, a contact is a user who has submitted a receipt and can't be recoded.