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.

Important. 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 Advisor 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.
  9. 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 organization has multiple currencies.
    3. Enter an amount.

    Information about search conditions

  10. To add another condition, click Add a condition. To remove a condition, select X next to the condition you’d like to remove.
  11. Click Search.

Search conditions

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

  • Type
  • You can search for all supported transaction types.

    Supported transactions

  • 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 organization’s chart of accounts except:

    • Accounts Receivable
    • Accounts Payable
    • Unpaid Expense Claims
    • Tracking Transfers
    • Bank Revaluations
    • Unrealized 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 advisors.

    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 organization.

  • 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.

  • Tracking
  • You can search for tracking if you've already created at least one tracking category. You can also search for transaction lines that haven’t been assigned a tracking category.

    Set up tracking categories to monitor different areas of your business


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