Have you ever experienced somewhat of a situation wherein you are working with your company file and somehow discover that you are not able to locate the transactions that you had previously entered? How to find Missing Transactions in QuickBooks is a question that all QuickBooks users have encountered at some point in their life or the other. Here are a bunch of steps that can help you find a Missing Transaction in QuickBooks.

What activities do I need to do in order to find a missing transaction in QuickBooks Desktop?

You have probably asked everyone at work about the missing transaction in QuickBooks, but no one has any answers. Most likely, you did enter it into QuickBooks, but was the company file that you entered correctly?

To get things back on track, simply follow these easy steps.

Step 1: Examine the audit trail.

The Audit Trail Report is the first place we would want to look at. This report will list every transaction that has been made in your company file, including deleted ones. It also goes a step further and displays any previous modifications made to transactions. Open the Reports menu, choose Accountant & Taxes, then pick Audit Trail to view the Audit Trail Report.

Location of Audit Trail Report

From this point, you can alter the report as you would any other in QuickBooks. On the report page, click the Customize Report icon up top. Then, select the Filters tab and apply some filters to find your transaction. The Transaction Type filter, the Name filter, and the Date filter are usually the ones you want to start with. Through this, you can locate the individual assigned to the transaction and the precise date you need. Press OK to continue, and we’ll look at what the report shows.

Several items should now be listed on the page. Even many lines that appear to represent the same transaction, but have minor differences may be shown. The area in bold that will show that a portion of the transaction was altered and then saved from its original value is what you’re looking for. Finding a missing transaction that has been changed or modified from its original value can be made much easier with this.

The bold section under the Date column denotes a change from the prior status of that specific line item.

The Last Modified By column is a column that is clearly visible. This displays the QuickBooks user that was logged in at the time the transaction was saved. Unfortunately, we are unable to filter the report by this column, but you can export it to Excel and customize it with some searching and filtering. If, after reading the Audit Trail report, you still can’t find your missing transaction, you should continue on to the next step.

Step 2: Look for multiple company files

We should now investigate the potential that someone is working in a different company file than what the rest of the team is, if the Audit Trail Report isn’t helping us find any missing data. This can occasionally occur, if the corporate file had to be copied off the network for a variety of reasons or if someone restored a backup but failed to open it. Fret not; it can be easily checked.

Press the F2 key when QuickBooks is open, and you are signed in to your company file. This will open the window with the product information. Quite a lot of information about your active company file is displayed in this area. The File Information section of the window, which is located approximately halfway down, is what we’re after. This will display the file path of the current file we are examining.

We can see the file location of the open company file in the File Information section of the Product Information page.

You should make sure that the file path location points to the company file that everyone else is working in.

For the precise file path that directs to your server or computer hosting your firm file, you might need to verify with your local IT department. To ensure that everyone is working on the right file, it would be recommended to perform this action on each computer that each QuickBooks employee currently uses. Let’s continue if everyone is in the right file.

Step 3: A condense was run

If there has just been a Condense run, it is the last thing we want to examine.

A QuickBooks function called condense aid in erasing data before cutoff date. It is generally run when trying to make your company file smaller or for other purposes. Let’s press F2 to return to the Product Information screen and see if one has been performed. A Condense Information section will be visible on the right-hand side.

You may find the Condense Information screen on the Product Information screen.

It may be a sign that your transaction was deleted as of a result of a condense if there is a date there that is later than the date of the transaction you are looking for. Before continuing, you might want to inquire with your accountant about the condenser and the reason it was run.

Step 4: Re-enter Missing Transactions

Your best choice at this point, if you’re still unable to discover your missing transaction after searching the Audit Trail, looking through several company files, and checking to see if a condense has been run, would be to go ahead and re-enter it. You did a great job because, after going through every procedure previously, one can confidently say that the transaction was not, in fact, added to your company file records.

Read Also: Set Up Multi-User Network in QuickBooks Desktop


Following the above-mentioned steps, you can very easily find a missing transaction in QuickBooks Desktop. However, should you feel that you are unable to fix the issue by yourself, then you must contact our QuickBooks team, which is trained to solve such problems? Once you have exhausted all the available options, you should let our experts, who are pros at this, take charge into their hands. They will analyze your situation and collaborate with you on the alternative options that could be available for finding those missing transactions. They will also discuss the possibility of not getting into re-entry. Our agents should also consider methods for re-integration if the need be. Kindly visit our website–> https://www.quickbooksorg.com/missing-transactions-in-quickbooks-desktop/ for more information and chat with us or send us a mail at info@quickbooksorg.com.

Frequently Asked Questions(FAQs)

Q1. How to find missing transactions in QuickBooks Desktop?

Ans. You should follow the steps below to find a missing transaction in QuickBooks Desktop:

1.) First thing first, you need to find the audit report
2.) Now, check for the company file
3.) Thirdly, you need to find the condensed information
4.) Lastly, you need to re-enter the missing transactions

Q2. How can I recover an excluded transaction in QuickBooks?

Ans. Follow the below-mentioned steps to recover an excluded transaction in QuickBooks:
1.) Firstly, you need to select the excluded tab
2.) Secondly, choose the checkbox for the transaction
3.) Finally, choose Undo. This will undo the changes.
4.) After this, the transaction goes back to the For Review tab, where you can decide what to do with it.

Q3. How can I reset my transactions in QuickBooks?

Ans. You can reset the transactions in QuickBooks by following:

1.) Firstly, pick the Gear icon and then go to Accounts and Settings
2.) Next, choose the billing and subscription tab
3.) Again, press Cancel subscription
4.) Lastly, follow the required steps to cancel your account. If you are using payroll, you must cancel your payroll account too

Q4. How can I manually add a transaction in QuickBooks?

Ans. Here’s how to manually add transactions to your account:

1.) Open an account. Go to Bookkeeping and choose Chart of Accounts. Then look for the account that you want to review.

2.) Add a transaction to the account. Choose the Add Journal entry, Add Deposit or Add Cheque drop down at the top of the list.

Q5. How can I view transactions in QuickBooks?

Ans. Here’s how you can find and use the Transaction journal:

1.) Firstly, access the transaction toolbar, choose Reports and then select the Transaction Journal
2.) Then go to the QuickBooks Reports menu and then choose Transaction Journal
3.) For Windows, press Ctrl+Y
4.) For Mac, press Cmd+T

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