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Report Generating Tips
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QuickBooks Reporting 101 |
First in a series of newsletter articles, begin
building your understanding of how QuickBooks reports through our
newsletter article on developing QuickBooks Reports |
Make sense of your Reports
using expand & collapse features in QuickBooks and Auto Outlining
in excel. |
Reports that contain MANY Subaccounts or Classes
become very cumbersome to read. By clicking on the collapse
button at the top of your report (on the report button bar),
QuickBooks will display only the totals of the subaccounts ( under
the parent ) Example of Before and after
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If you want more control over what will get collapsed you can
export into excel the expanded report by clicking on the export
button on the QuickBooks Button Bar. Next click Advanced and
select "auto outline" (see screenshot below).
When you click the Export button, the QuickBooks report will open
in Excel with the outlining tool in the left margin
By clicking on the Plus's and minus's excel will collapse the data
into one row total. In the example below, Income,
Car/Truck Expenses, and Insurance have all been collapsed into one
row totals yet we choose to leave Job labor costs and the
subaccounts detailed on the report. If when you export to
Excel you DO NOT receive the auto outlining tool, you need to turn
on the feature in Excel. Tools Menu > Options > View > Check
the box for Outline symbols. In the event you still
are having trouble displaying this awesome tool, simply, while the
report is displayed in Excel "Click Control + 8"
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Organizing your Memorized Reports: |
Set up your customized groups-
You organize your filing cabinets for easy access of your business records. Use the same
concept to set up the reports you use frequently. Quickbooks predefines up to 7 reports group headings and
each group heading contains up to 9 reports. All of these reports are also
available in the reports menu. Keep the memorized reports for those which
you use regularly or have customized to your needs.
The memorized reports list includes predefined
group names and reports. The identical reports are
available from the reports menu under the headings, company &
financial, Customers & Receivables, Vendors & Payables, etc..
If you would prefer to see only those reports that you have modified
in your memorized reports list. Set up your own group names
that have meaning to you. Then add to these memorized
reports the customized reports you find useful to run your business.
These steps will delete all the default
memorized reports, and then delete the memorized group names to be
replaced with the set of folders that work best for you to manage
your business. One caveat: if you use the
QuickBooks navigators, and regularly run reports from the navigator
window, do not delete the group names or reports, instead simply add
the new group names with a prefix of AA so your reports and report
groups appear at the top of the list.
1. Backup your company file and do not reuse this backup disk.
2. >(next) The Reports menu > Memorized Reports List > Memorized Reports window.
3. The group names are in bold font , non-bold names are reports.
Highlight a report name that you have not used or customized to your needs.
Delete this report using Control key + D All the reports provided by QuickBooks under the memorized reports menu option
are also available under the reports menu. Deleting from the memorized report list does not delete it from the reports menu.
Any report from the reports menu may be re-memorized.
Repeat this process for all the reports that do not fit your needs.
4. Delete group names you will not be using. To delete, highlight then Ctrl + D.
5. Add group names that have meaning to you. Whenever you spend a few minutes customizing a default report, memorize it for reuse
under these new group names. From the menu bar on the lower left select "memorized report".
Select "new group". Type in a new group name. Examples: Job Cost reports, Sales reports, Vendor reports.
6. To memorize reports that have been customized, clicking on the memorize button ( on the report button bar).
Select one of the new groups you have just created.
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QuickBooks
Add ons
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For third party report writing software that
will supercharge QuickBooks visit our third party add-on
page and look under the financial reports section. |
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Memorized reports must be updated
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The report features in QuickBooks are so much easier to use than the mid-Size Accounting software packages
ranging from $8,000 to $30,000. QuickBooks reports have flexibility, filtering, and formatting features.
When you find the report that works for memorize the report quick access (the memorize button is found on the button bar
at the top of the report) . Beware, if you have memorized a report that has been filtered for more than one
account, or name (including job names), or item, or customer/job/vendor types by using the selected feature you will
need to add to the filter any new accounts or names or items that have been set-up since the report was memorized.
For example: A job detail transaction report has been memorized for a construction job labeled "Smiths home". Since
the job started, the business added a new account to chart of accounts labeled "permits". The memorized job detail
transaction report may need to be modified to include this new account if the bookkeeper used "selected accounts" to create the
report.
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Contractor Reports |
QuickBooks has a web page devoted to
reports for contractors. If you own the Contractors premier version, you already have some of these.
And if you are an expert report writer you can create some of these reports on your own.
But, take a look, there may be one or two great management reports that you have not yet used.
Click on download to download to a location on your hard drive that can be found easily. On
our "C" drive we created a folder called "downloads" to use whenever we need something
from the web.
To import into your file, go to the reports menu > memorized reports> click on memorized reports list>
on the lower left of this screen is a menu button "memorized reports"- click> select import template> from
the look in box, look for the folder which houses the templates
you just downloaded from the Quickbooks web page > highlight the report> click open. To
modify these reports, click on the modify button when the report
is open. These reports may be even more useful with the "paid "and "billing status"
added. Click on the customize button and from the display tab,
find the box containing column headings. Place a check next to. "paid" and
"billing status" (use the scroll bar you will find these near the
bottom of the list)
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QuickBooks report template gallery |
Can't find a report you need, try the optional
reports downloadable into QB2002 or higher. See Contractor
Reports tip above for steps to download into QuickBooks.
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QuickBooks
Financial Statement Reporter |
Now in
just 3 easy steps, you can create a complete set of financials
without exporting, retyping or reformatting data.
See sample reports.
Plugs into
QuickBooks Premier: Accountant Edition 2003 or QuickBooks
Enterprise Solutions Version 3.0. Data file may
be from any version of QuickBooks 2003.
See
Third Party Add-on software
for integrated software that will facilitate the preparation of compilation, review and audit
statements. |
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QuickBooks Help Home |
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