QUICKBOOKS ONLINE ADVANCED CERTIFICATION COURSE

Supplemental Guide
Module 4: Advanced Reports
Copyright

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Module 4: Advanced Reports Table of Contents

Table of Contents
About the Author ....................................................................................................................... 2
About the Team ......................................................................................................................... 3
Supplemental Guide Overview ................................................................................................. 5
Purpose of this Guide ...................................................................................................................................... 5
Google Chrome ............................................................................................................................................... 5
Learning Objectives ......................................................................................................................................... 5
Training at a Glance ......................................................................................................................................... 6
QuickBooks Online Accountant Test Drive ................................................................................................... 7
Lesson 1: How Reports Work in QuickBooks Online ................................................................. 8
Report Types..................................................................................................................................................... 8
Lesson 2: Customize Reports ................................................................................................... 27
Customization Options in the Header ......................................................................................................... 28
Customize Menu ............................................................................................................................................ 33
Lesson 3: Create Scheduled Reports ....................................................................................... 45
Lesson 4: Work with Business Reports .................................................................................... 48
Best Sellers and Profitability by Product...................................................................................................... 48
Open Sales Orders ........................................................................................................................................ 52
Nonprofit Donor Contributions .................................................................................................................... 53
Cash Balance .................................................................................................................................................. 55
Custom Open Balance Report ...................................................................................................................... 56
Lesson 5: Management Reports .............................................................................................. 58
Create a New Management Report ............................................................................................................. 58
Edit a Management Report ........................................................................................................................... 60
Work with Management Reports.................................................................................................................. 66
Conclusion ............................................................................................................................... 67

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Module 4: Advanced Reports About the Author

About the Author

Esther Friedberg Karp, MBA

President, EFK CompuBooks Inc.

[email protected]

Esther Friedberg Karp is an internationally-renowned trainer, writer, business consultant and speaker
who has been repeatedly listed as one of Insightful Accountant’s Top 100 QuickBooks ProAdvisors in
the world. She has also been named to their Top 10 list on two occasions: as Top International
ProAdvisor and Top Trainer/Writer ProAdvisor.

Based in Toronto, Canada, Esther has the unique distinction of holding ProAdvisor certifications in
the United States, Canada and the United Kingdom. She has authored materials and delivered
educational and certification courses for Intuit in all those countries, as well as Australia where she
conducted live QuickBooks Online training. She has spoken at Scaling New Heights, QuickBooks
Connect and other conferences, and has written countless articles for Intuit Global.

Esther’s clients include companies worldwide and accounting professionals who seek her out on
behalf of their own clients. She is sought out for her expertise in various countries’ editions of
QuickBooks Desktop and Online, and for her talent in customizing QuickBooks usage for different
industries. She also teaches QuickBooks Core and Advanced certification classes to accounting
professionals in Canada.

Esther holds a BSc from the University of Toronto in Actuarial Science and Mathematics, and an MBA
in Marketing and Finance from York University’s Schulich School of Business.

She can be reached at [email protected] or 416-410-0750.

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Module 4: Advanced Reports About the Team

About the Team

It does take a village to complete a project of this magnitude. My heartfelt thanks go out to the
following team members and fellow ProAdvisors as well as Intuit employees for all their long hours
and dedication. —EFK

MB Raimondi, CPA.CITP
[email protected]
Visit MB on Facebook

MB (Mary Beth) Raimondi, CPA, CITP, MS Taxation is an Advanced QuickBooks Certified ProAdvisor
in both QuickBooks Desktop and QuickBooks Online as well as being certified in Enterprise and
Point of Sale.

She has been teaching QuickBooks nationally to both end users and accountants/consultants for
over 15 years. She is a charter member of the Intuit Trainer/Writer Network.

The focus of her practice is mainly QuickBooks consulting and training, specializing in strategizing,
researching and installing third-party add-ons and conversions to QuickBooks from other
accounting software.

She’s part of the QuickBooks Solution Provider program, getting great deals on Intuit products and
services.

MB was named the 2019 ProAdvisor of the Year by Insightful Accountant and has been in the Top
100 ProAdvisors for 2014-2019.

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Supplemental Guide About the Team

Heather D. Satterley, CPA

Owner/Founder, Satterley Training &
Consulting

[email protected]

Heather is a CPA and founder of Satterley Training & Consulting, LLC, a consulting firm focused on
helping businesses define, design, and automate their processes by employing innovative strategy
and cloud-based technology. Heather is an Advanced Certified ProAdvisor, member of the exclusive
Intuit Trainer/Writer Network and a Zapier Expert. She holds an undergraduate degree in
Accounting and a Master’s degree in Innovation from Northeastern University in Boston, MA.

Heather is the co-host of the QB ‘Appy Hour with Liz and Heather, a webinar series devoted to
building awareness in the accounting community about the latest technology trends and best
practices in a fun relaxed environment.

Heather was named a categorical Top 10 ProAdvisor in 2017 and 2019 and has been listed as a Top
100 ProAdvisor for the past 6 years by Insightful Accountant. She was also named to the Top 100
Influential People in Accounting in 2019 by Accounting Today.

Twitter: @hsatterley

LinkedIn: https://www.linkedin.com/in/heathersatterley/

www.satterleyconsulting.com

www.theappyhour.com

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Module 4: Advanced Reports Overview

Supplemental Guide Overview

PURPOSE OF THIS GUIDE

In this module, we’ll take a deep dive into reporting in QuickBooks. We’ll learn strategies to help you
evaluate the health of QuickBooks Online data and troubleshoot common mistakes that clients
make. As an Advanced Certified ProAdvisor, your clients will look to you to design the reports they
need to run their business.

Product update notification — QuickBooks Online and QuickBooks Online Accountant are constantly
being improved:

• When you log in to qbo.intuit.com, it may look different from the screenshots originally taken for
this supplemental guide

• Where to go to learn about the latest product updates:

 https://www.firmofthefuture.com/product-industry-news/product-updates//
 http://quickbooks.intuit.com/blog

GOOGLE CHROME

NOTE: Screenshots and instructions included in this guide use Google Chrome as the browser.

LEARNING OBJECTIVES

• Identify the different ways reports work in QuickBooks Online and how to utilize them
• Recognize the options available in QuickBooks Online to customize reports
• Identify the steps to create scheduled reports
• Recall methods for customizing business reports in QuickBooks Online
• Recall the methods for customizing and working with management reports

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TRAINING AT A GLANCE
Use this as a guide to select specific workflows you want to cover.

TOPIC STEP-BY-STEP WORKFLOWS LEARNING OBJECTIVE

1. HOW REPORTS • Identify the different ways reports

WORK IN work in QuickBooks Online and
how to utilize them
QUICKBOOKS
ONLINE

2. CUSTOMIZE • Recognize the options that are

REPORTS available in QuickBooks Online to
customize reports

3. CREATE • Set up scheduled reports • Identify the steps to create

scheduled reports
SCHEDULED • Create a schedule for a pre-
REPORTS existing report with saved
customizations

4. WORK WITH • Filter a Sales by • Recall methods for customizing

Product/Service Detail report business reports in QuickBooks
BUSINESS Online
REPORTS • Create a Profit & Loss by
Product/Service report
• Create an Open Sales Order
report
• Breakdown of Contributions
report
• Create a transaction statement
• Run a custom Open Balance
report

5. MANAGEMENT • Recall the methods for

REPORTS customizing and working with
management reports

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QUICKBOOKS ONLINE ACCOUNTANT TEST DRIVE

Exercises contained inside this guide can be completed using the QuickBooks Online Sample
Company, Craig’s Design and Landscaping Services. It simulates your client having a QuickBooks
Online Plus subscription.

• Open the Sample Company by logging into your QuickBooks Online Account  Gear icon 
Your Company section  Sample Company

• While you are working in the sample company, your work will be saved
• Upon closing the sample company file, QuickBooks Online automatically restores its settings and
data. If you log out and log in again, the Sample Company will reset (your work is not saved).

• By default, the sample company will sign out if inactive for one hour. You will lose any data and
settings, since this sample company resets each time you log in. Give yourself enough time to
complete the assignment.

• To increase the maximum hours of inactivity allowed before timing out, in the Sample Company
 Gear icon  Your Company section  Account and Settings  Advanced  Other
preferences  Sign me out if inactive for (select two hours or three hours)  Save.

NOTE: The QuickBooks Online Accountant test drive company contains some features that are not
available in QuickBooks Online Simple Start, Essentials, Plus or Advanced. (You may wish to share the
QuickBooks Online test drive file with your clients for them to practice in a QuickBooks Online Plus
environment without seeing Accountant-only features: https://qbo.intuit.com/redir/testdrive.) In
addition, some features (such as in-product Help) are not enabled in this test drive file. This is subject
to change.

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Module 4: Advanced Reports Lesson 1: How Reports Work in QuickBooks Online

Lesson 1: How Reports Work

in QuickBooks Online
The purpose of setting up and using QuickBooks is to organize and verify financial data so you can
create reports that help businesses make sound financial and management decisions. In this
module, you’ll learn how to:

• Understand reporting logic

• Customize reports
• Create scheduled reports
• Create business-related customized reports
• Work with management reports
• Create budgets and budget reports
In this lesson, we’ll look at the way reports work and cover some of the fundamental principles.

REPORT TYPES

There are different types of reports in QuickBooks Online, such as summary, transaction detail, list
and aging reports. Summary reports, such as the profit and loss, do not show transaction detail. List
reports, such as the Account List, do not calculate a total sum or running balance but may display the
current balance for the account identified by a list name. The type of report you run determines the
customization options available.

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Summary Reports

Summary reports, such as Profit and Loss (P&L), show the aggregate total of all transactions for a list
name, such as an account, customer or product, for the report period specified. When you select the
Customize button to customize a P&L, the customization options are contextually appropriate for
this type of report. For example, you can change the columns shown on the summary report from
Total Only to Years, Months or Location (if Class or Location tracking is turned on) or even by Class
or Customer. You’ll learn more about customizing in the next lesson.

PROFIT AND LOSS REPORT WITH DISPLAY COLUMNS BY TOTAL ONLY

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Detail Reports

If you drill into an account on the Profit and Loss summary report, you will find a detailed transaction
report of the individual financial activity associated with the summary amount you clicked in the
Profit and Loss report. Select Customize in a Transaction Detail report and you will have different
customization options appropriate for a transaction detail type report. You’ll learn more about
customizing in the next lesson.

TRANSACTION DETAIL REPORT FOR DESIGN INCOME ACCOUNT AFTER DRILLING INTO ITS AMOUNT ON THE P&L

List Reports

List reports, such as the Account List report, may show a column for balance. They have
customization options appropriate for lists but none for period, aging or grouping/sub-totals. Some
list reports do allow grouping, such as the Customer Contact list. It can be grouped by shipping ZIP
code, for example, and you can choose which columns are displayed in the report.

ACCOUNT LIST – NO CUSTOMIZATION

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Aging Reports

Aging reports show how many days a transaction is beyond the due date specified on it. Aging
reports can be displayed in summary or detail format. If you click on the total amount for all
customers or vendors and/or dates (i.e., the total figure at the bottom of the Total column, the
bottom right number in the report) in an Aging Summary report, it will open an Aging Detail report.

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QuickReports

You can run a QuickReport from the Chart of Accounts or Products and Services list. Click on the
drop-down in the Action column to see all activity posting to that list item. (The action options you
see will depend on the type of account it is.) It includes posting and non-posting transactions. You
can customize it for dates and other customizations.

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Audit Log

The QuickBooks Online Audit Log contains a list of all the changes made to the company data. For
this reason, and security purposes, the Audit Log cannot be disabled. Lines displaying changes to
transactions within the log cannot be deleted. Dates and times in the Audit Log reflect when events
occurred and are displayed in your local time. On the QuickBooks servers, the events are recorded
in Greenwich Mean Time. When the times are displayed to you in the Audit Log and Audit History,
software on your computer interprets the GMT and changes it to reflect your time zone.

There are two reports in QuickBooks Online that are pre-filtered versions of the Audit Log: the
Exceptions to Closing Date report and the Voided/Deleted Transactions report.

Open the Audit Log from the Gear icon or click Reports  Business Overview  Audit Log.

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There are several ways to view the Audit Log.

• To limit the view to specific users, date range or types of events, click Filter and set the options
available

• To control which columns are shown and printed, click the Grid Gear icon

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• no
To open a transaction noted in the Event column, click its hyperlink (deleted transactions have
link and cannot be reinstated; they must be added again)

• what
To see a history of the event that has been edited, click View in the History column to see exactly
changes were made throughout the history of a transaction

With the history open, click the right-facing arrow at the left of the event line you want to examine.
Data that was changed is shown in highlight. You can also click on the blue hyperlink for the
transaction next to the words History of this transaction: to open the transaction.

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Click the Show all button in the upper right to expand all arrows.

After expanding all the arrows, the Show All button becomes the Hide all button, which you can click
to collapse everything.

Click the Compare button to see just what was changed.

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You can also access this history from the transaction itself. Click More on the bottom bar of a
transaction and click Audit history from the menu.

• employee
Some events are not transactions (perhaps they are actions taken on names in the vendor or
list); for these types of events, you can click View to see the history, but you can't audit
exactly what data has changed
 If you see nothing in the History column, this type of event has no history. This could be a
login or logout event, a setting change, etc.
 For the Audit Log to record a sign-out, you must go to the Gear icon and select Sign Out
from the drop-down arrow. Time-outs (after the designated period you have set) or clicking
the X button at the top right of the browser will not prompt the Audit Log to show a sign-out.
This is typical of online banking and most other sites that require a sign-in/sign-out.
 Unsuccessful attempted logins are not recorded

To view more events in the Audit Log, scroll to the bottom of the screen and click Next. To print the
current view of the Audit Log, click the Printer icon in the top right. For best results, select
Landscape orientation from your browser's print dialog box.

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Business Snapshot

The Business Snapshot is a graphic representation of the business’s money-in and money-out
transactions. It includes graphs for income and expenses that can be shown for various time periods
as well as comparisons, and a list of open accounts receivable (A/R) and payable. It is found in the
Business Overview group of reports.

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Find or Ctrl+f

If you are struggling to find something in a very long report or window (such as a long reconciliation
screen), use your browser’s find function to help you pinpoint it. The shortcut to this function is Ctrl+f
(Command+f in a Mac), or you can look for it in your browser’s menu (generally in the top right,
symbolized by the ellipsis, three vertical dots or three stacked horizontal lines).

Enter the string you wish to find. Each match will be highlighted so use the arrow keys to jump from
match to match. This feature searches the entire browser cache for data, even if it’s in one of the
fields of a displayed transaction that is not displayed on the screen. This function also finds any notes
that have been added to a report.

Cash-basis Reports

One of the major benefits of QuickBooks is that you can run reports on a cash or accrual basis within
the same set of books. QuickBooks calculates cash-basis reports by omitting unpaid invoices and
bills from the report. It uses the paid status on a transaction, as of the reporting period, to determine
whether the transaction should be included in the cash-basis report.

On a cash-basis balance sheet, the A/R and balances should always be zero.

On a cash-basis profit and loss statement, only income actually received and expenses actually paid
appear. If an open bill or invoice used a balance sheet account on the distribution (or target) line,
that amount will not be reflected in the target account balance either. Some examples of this would
be if a client created a bill to record the purchase of a fixed asset like equipment or to pay the
principal portion of a loan. Another example is if a client used an invoice to record a deposit or
prepayment on a job or used items that are mapped to an asset account, like Inventory or Work in
Process.

If a bill is entered but not yet paid for the purchase of a new company vehicle, the cash-basis balance
sheet will not account for it in the asset account or the A/P account. Some things to note about cash
reporting are:

• such
When a cash-basis report is generated, QuickBooks Online disregards open accrual transactions
as unpaid customer invoices and unpaid vendor bills

• When the targets (distribution accounts) are profit and loss accounts, these amounts on the open
accrual transactions are not calculated when a cash-basis Profit and Loss report is generated

• When the targets (distribution accounts) are balance sheet accounts, such as the purchase of
assets or paying down a loan, these amounts on the open accrual transactions are not calculated
when a cash-basis balance sheet is generated

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Below is a comparison of a balance sheet on cash-basis vs a balance sheet on accrual-basis.

CASH-BASIS BLANCE SHEET – NO A/R OR A/P ACCRUAL-BASIS BALANCE SHEET

Credit Cards
When a business records credit card activity to a liability account, this activity is treated as a cash
transaction. It does not reverse the entries as it does with A/R and accounts payable (A/P). The cash-
basis balance sheet will show a balance for this liability account and the expenses paid by the credit
card are included in the cash-basis Profit and Loss.

If a bill transaction is recorded to pay the credit card liability and is still open as of the reporting date,
the transaction will be reversed to zero out the A/P account. However, the reversal will not go back
to the liability account; rather, it will be posted to the Unapplied Cash Bill Payment Expense account.
Therefore, an adjustment should be considered for tax purposes at the end of the tax year.

Here’s how it reflects on a cash-basis Profit and Loss.

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Tip: A good way to remember this is to realize that an expense type of transaction will
always be included on the Profit and Loss regardless if the report is cash or accrual basis. But
a bill, in contrast, will always be reversed on a cash-basis Profit and Loss.

Unapplied Cash
There are two accounts that may show up on a cash-basis Profit and Loss: Unapplied Cash Payment
Income and Unapplied Cash Bill Payment Expense. These accounts are for reporting purposes only
and are used when QuickBooks does not know what to do with a transaction when converting to
cash basis.

When you record a customer payment via the Receive Payment screen and do not apply it to an
invoice, the cash-basis Profit and Loss will report it as Unapplied Cash Payment Income.

Likewise, a bill payment debited to the A/P account but not associated to a bill must be reflected
somewhere on cash-basis reports. QuickBooks credits A/P to zero the balance and debits Unapplied
Cash Bill Payment Expense.

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These accounts don’t appear on your Chart of Accounts and the entries can’t be adjusted. Like the
Retained Earnings account, QuickBooks uses them behind the scenes to adjust the A/R and A/P
accounts to zero. In fact, if you were to drill down into the cash-basis Profit and Loss to the Unapplied
Cash account, open a transaction and run a transaction journal, you wouldn’t see the account in the
report.

The transaction date impacts cash-basis reporting too. If a bill payment is dated earlier than the bill
to which it is applied, and the cash-basis Profit and Loss is dated sometime between the bill payment
and the bill date, the bill payment is shown as Unapplied Cash Bill Payment Expense. The same is
true for customer payments received earlier than the invoice date: the payment is shown as
Unapplied Cash Payment Income when the report is generated for a date prior to the invoice date.
In addition, the inventory adjustment to cost of goods sold is not recorded on this report because it
is recorded by the invoice and the report is dated earlier than the invoice.

To give you an example, here is a bill for rent dated 11/1 and paid on 10/31:

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Here is how it reflects on a cash-basis Profit and Loss.

In another example, a payment was received before the invoice was created or the payment date is
before the invoice date.

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With no invoices to which to apply this payment, QuickBooks produces this message. Select Save as
a credit.

Here’s how it reflects on the cash-basis Profit and Loss.

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Here is a chart that shows how QuickBooks handles each transaction for a cash-basis report dated
October 31.

Review Expenses and Purchases

When you record purchase transactions in a QuickBooks Online Plus or Advanced company, you can
choose to use product and service items instead of coding the transaction directly to an income or
expense account. In the Core certification, you learned that one of the advantages to using product
and service items on purchase transactions is it allows you to run item profitability reports. But using
items on purchase transactions can also affect which type of report you’ll use to get the information
you need.

QuickBooks Online has a group of reports called Reports  Expenses and vendors. Expense
reports are based on accounts and purchase reports are based on items.

• product/service
Purchases by Vendor Detail report – Includes only transactions where you used a
item on the distribution line instead of an expense account. Therefore, if you
were looking to tally how much you had spent with a vendor for a period, this report may not
give you the correct total if you had coded directly to an account on any transaction for that
period. This report also includes transactions coded to both balance sheet accounts (e.g.,
Inventory Asset) or Profit and Loss accounts (e.g., Job Costs Expense).

• Expenses by Vendor Summary report – Sums vendor activity posted only to expense accounts
regardless of whether a product/service item was used. However, it won’t include any amounts
posted to a balance sheet account. That means purchases of fixed or other assets, or payments
against the principal portion of a loan will not be reflected in this report.

• posted
Transaction List by Vendor report – Is a list of all transactions related to vendors, whether
via account or item, and includes bills, bill payments and non-posting transactions like
purchase orders

Comparing these reports to each other will not necessarily give you the same totals, as they can each
be made up of different transactions, so use the appropriate one for your purpose.

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Report Size Limits

There is a limit on the amount of data that can be displayed or exported on reports in QuickBooks.
Reports are made up of cells of data, just like a spreadsheet. A cell is the intersection of a single row
and a single column and only cells that have data in them count toward the report limits.

In addition to all the reports provided in QuickBooks Online and all the ways you can customize
them, you can apply further customization by exporting the report to Microsoft Excel®. Businesses
may export for a variety of reasons, such as providing a subset of data to auditors or to further
analyze the information by using functions in Excel. Some users export reports to keep as a data
backup.

If you display a QuickBooks Online report which exceeds the limits, you could run subsets of the
data and export each to Excel. Once in Excel, you could manually add them together into one
spreadsheet (copy and insert rows from one spreadsheet to another), as the limits in Microsoft
Excel® are greater than QuickBooks Online:

• Maximum 1,024 columns displayed

• Maximum 400,000 cells with data
• Maximum 10 MB worth of data
If your reports are being cut off and you believe it is due to QuickBooks Online report limits, here are
some workarounds:

• If you are looking at a report in QuickBooks Online, save the report to Excel to increase the limits
• Since the limit is based on the raw amount of data displayed, you can potentially get more useful
data into a report by eliminating unneeded columns

• Segment
month
the report by generating reports with intermediate date ranges, such as day, week,

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Lesson 2: Customize Reports

As Advanced Certified ProAdvisors, we need to know how to use the customization tools to create
reports that reveal pertinent data and trends our clients need to run their companies, troubleshoot
errors and provide analytical information required to make sound financial decisions. The
customization options available for each report depend on the type of report you run.

Here are the customization options. Keep in mind you may not see them available on every report;
rather, you will see them only on the types of reports to which they apply.

• General
• Rows/Columns
• Aging
• Filter
• Header/Footer

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CUSTOMIZATION OPTIONS IN THE HEADER

Many customization options are found on the face of the reports in the header section. You can
easily change the reporting period and accounting method on most reports.

For summary reports, you can choose to display the data grouped in columns based on various
options like period, customer, vendor, classes, locations, or products and services. Some reports
allow you to hide any columns or rows with no activity in them. Choosing non-zero hides rows (or
columns) where the total is zero. You can also choose to Compare another period to compare the
report period to previous periods or include YTD totals.

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The options for detail reports are a bit different. While you can still change the reporting period and
accounting method, you can also Group by many fields in the transaction.

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Click the Report Gear icon at the top right of the report body to add or remove columns and
change the order in which they are displayed.

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You can collapse rows on a summary report to hide sub-list items. Click Collapse at the top left of
the report to collapse all sub-list items or click the down arrow to the left of a name if you only want
to collapse the sub-list items for that name. Click the right-facing arrow next to a name (the down
arrow turns into a right-facing one when a list is collapsed) to expand the list.

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The filters applied to the report are displayed at the top of the report. To remove a filter, click on the
X next the filter name.

You can also Sort reports in ascending or descending order of amounts (within in grouping on the
report) and Add notes to the bottom of a report. To edit the header, click on the pencil icon to
change the company name and report title.

In addition, you can select Edit titles at the top to replace the default section titles used in all Profit
and Loss and Balance Sheet reports for this company.

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CUSTOMIZE MENU
There are various customization options available in the Customize menu for a particular report. If an
option is collapsed, click on the sideways-pointing arrow next to the name of the option to expand
that section. If you wish to collapse an option, click on the downward-pointing arrow next to that
option’s name.

General Customization Options

The General section of the Customize report menu lets you specify the Report period to include in
the report. Change the Accounting method from Accrual to Cash, modify the Number format and
how Negative numbers are displayed.

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Customization Options for Rows/Columns

The Rows/Columns customization options are different for summary and detail reports. It is
important to know what features are available in different report types so you can choose the proper
base report from which to create custom reports.

Options for Summary Reports

Rather than Total Only, the customization options for summary reports include the ability to show
columns by:

• Period (days, weeks, months, quarters, or years)

• Entity (customers, vendors, or employees)
• Locations
• Classes
• Products/Services
Add a Period Comparison, such as previous period, previous year, or year-to-date amounts for each
row, and show columns for dollar or percentage change.

Specify whether to show rows or columns of active data, all data or non-zero data. The Show all data
option is useful when consolidating reports from multiple companies that use the same Chart of
Accounts using Excel.

You can also add columns to show % of row, column, income or expense.

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Options for Detail Reports

Detail reports have different options for the Rows/Columns section of the customization screen. You
can Group by a column heading by selecting it from the drop-down menu. When you select a
grouping, the amount column will sub-total for each group.

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Click Change Columns to add or remove columns from a detail report. Click and hold the 9-dot
grid icon to the left of a column heading to change its position on the report.

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When you are finished choosing and reordering the columns, you may want to click Hide change
columns at the bottom of the column list to give you room to access to the other customization
sections. After you hide this section, the Hide change columns link will be changed to Change
columns, which you can click again to reveal all the columns available.

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Aging Customization Options

There are two options for aging methods, depending on whether the invoice is currently due or was
due on the report date. Let’s say your report is dated for the last day of last month.

• Current aging method – If the invoice was open at the end of last month but has since been
paid, this report will not show the invoice since it is not currently due. But if the invoice was open
at the end of last month and is still open, it would appear on this report.

• has
Report Date aging method – If the invoice was due on that date, regardless of whether or not it
been paid in the meantime, it will appear on this report

This section also allows you to set the number of days in the aging period and the number of aging
periods to show on the report. It also allows you to specify a minimum number of days past due if
you want to include only open transactions that are very overdue.

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Filters

Filters in QuickBooks reports allow you to filter out information and show only the specific
information you select on your custom report. For each filter you can select one or more names from
the drop-down list. You can also select:

• All
• by
Not specified – Returns only transactions in which the field was left blank (e.g., a report filtered
Class would display only those transactions that had no Class assigned; a Customer List report
filtered by Terms would display only those customers who do not have terms assigned.)

• transactions
Specified – Returns transactions or names that have data in the specified field; it excludes
where the field is blank

Tip: If you save a customized filtered report where you have used multiple selections, you’ll
need to update the saved custom report if you add any new names to QuickBooks.

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On summary reports, common filters you can choose (they vary from report to report) are:

• Distribution Account (target) • Location

• Customer • Class

• Vendor • Product/Service

• Employee

On detail reports, the number of criteria you can filter by is much larger and includes all the criteria
included on summary reports along with status tags. The options you see will depend on the type of
report you are creating and may include:

• Transaction Type (including posting • A/P Paid (paid or unpaid)

and non-posting) • Check Printed (printed or to be printed)

• Distribution Account (target account) • Amount

• Account (source account) • Memo

• Num (Number)

• Name • Employee
• Customer • Product/Service
• Vendor • Due Date Custom Fields

• Created Date • Estimate Status (pending, accepted, pending or

accepted, closed, rejected, not rejected)

• Last Modified Date • Cleared (cleared, uncleared or reconciled)

• A/R Paid (paid or unpaid) • Custom fields defined in the Sales or Expense
settings

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QuickBooks Online subscription levels up to and including Plus support three custom fields for sales
forms. They are not drop-down lists so, when filtering, your filter string must contain the string of
characters contained in the actual custom field.

QuickBooks Online Advanced, by contrast, allows for 48 active custom fields, and they are precise
drop-down list options that can be filtered on detail reports:

• 12 for sales forms (invoices, estimates, sales receipts, credit memos, refunds receipts)
• 12 for purchase orders and expense forms
• 12 for customer profiles
• 12 for vendor profiles
The following filters do not have drop-down fields from which to select. Like custom fields, the text
you enter for filtering must be contained in the field entry. For example, if you filter the Memo field
by entering the word office, any memo that contains the string of characters office will show up (e.g.,
office supplies, purchases for the CA office or officer training). Or, if looking for check number 1234
but just filter for 123, any check containing those characters would show up (e.g., 1234, 4123, etc.).

• Amount
• Ship via (if enabled in Account and Settings)
• Memo
• Custom
Advanced)
fields (unless a drop-down custom field was creating using QuickBooks Online

• Num (number)

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Depending on the report you start with, you will see different status options by which to filter. For
example, you can run an Estimates by Customer report and customize it to show only an estimate
status of Pending. If you run a Balance Sheet and drill into a bank account to view the Transaction
Detail report, you can customize this to show only uncleared transactions.

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Header/Footer Customization Options

The Header/Footer section allows you to change the company name and report title. You can also
add the date and time prepared, show or hide the accounting method, and change the header or
footer alignment. You can’t add extra footer text to a report in QuickBooks here. If you need to add
footer text, add a note to the report as you learned earlier, or you can export the report to Excel, or
use the Management Reports you’ll learn about later in this module.

• Company name • Time prepared

• Report title • Report basis (cash vs. accrual)
• Report period • Set header and footer alignment
• Date prepared

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Module 4: Advanced Reports Lesson 3: Create Scheduled Reports

Lesson 3: Create Scheduled Reports

QuickBooks can set up reports and automatically have them emailed out. Once it’s set up, there is
nothing more to do. The reports will be emailed as an Excel spreadsheet or PDF automatically,
depending on their settings.

Some uses for scheduled reports are:

• Profit and Loss and Balance Sheet going to the board of directors
• You’re doing the bookkeeping and want to send reports of the open A/R and open A/P to your
client on a regular basis

• You’ve set up an Ask My Accountant account and trained your client to post transactions there
when they are not sure where to post. Set up a scheduled report to have it sent to you on a
regular basis.

Step by Step: Set Up a Scheduled Report

Only reports listed in the Custom reports tab can be set up as scheduled reports.

1. Open the report you want to schedule. If necessary, make appropriate customizations.

2. Select the green Save customization button at the top of the report.

3. Name the saved report.

NOTE: You can select to add the report to an existing group in the Add this report to a group field,
or you can create a new group by selecting the blue Add new group hyperlink under that field (it
creates a New group name field). This allows you to send multiple reports in one email. If you are just
sending one report, it does not have to be part of a group.

You can also select Share with if you want to share it with other users so they can generate the same
report.

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4. Select Save.

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Step-by-Step: Create a Schedule for a Pre-existing Report

with Saved Customizations

1. Select the Custom reports tab.

2. Find the report group or the individual report (that is not part of a group) you want to schedule.

3. In the Action column, select Edit.

4. Select the Set email schedule toggle to turn it on.

5. Set the email recurrence to Daily, Weekly, Monthly or Twice a Month.

6. Set how often the report will go out, on which day and for how long (you can choose to have no
end date, to end by a certain date, or to end after a certain number of occurrences).

7. Enter the email addresses and modify the subject line and body of the email as needed.

8. If you want to send the report as an Excel file, select the Attach the report as an Excel
file checkbox. Otherwise, the report is sent in PDF format.

9. Select Save or Save and close.

As with all reports, scheduled reports are only as good as the data they’re reporting.

Data must be up-to-date and accurate (using bank feeds, bank rules and human intervention to
review the transactions) so the scheduled reports are valid and valuable. If reports are sent out and
they're inaccurate, that's worse than no reports at all.

You can email any displayed report directly from the report header area by clicking on the envelope
icon; it will be sent out as a PDF attachment. However, you can choose to send a report as an Excel
file (as opposed to a PDF) only if it is a scheduled report.

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Module 4: Advanced Reports Lesson 4: Work with Business Reports

Lesson 4: Work with Business Reports

Whether readily available in QuickBooks Online or with a little customizing, there are many great
reports that will help you with some standard business needs. Here we will go over how to modify
some standard business reports that are available in QuickBooks Online to use with custom
processes for your clients.

BEST SELLERS AND PROFITABILITY BY PRODUCT

There are several reports that help you determine the best-selling products and services by quantity
and profit. Run the Sales by Product/Service Summary report (Reports  Sales and Customers) to
determine which item is responsible for the highest sales. Sort  Total in descending order to
show highest sales amounts at the top of the report. If you have products and services categories,
this report will automatically group by category showing the highest sales amounts at the top of
each category.

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To view detail of this information, run the Sales by Product/Service Detail report. This report shows
all the products and services used on sales transactions for the period, including ones mapped to
asset or liability accounts, like a retainer item used on an invoice. This will cause the report not to
match the income total on your Profit and Loss for the period.

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You can customize it to create a report that will match the total income on your Profit and Loss.

Step-by-Step: Filter a Sales by Product/Service Detail Report

1. Click the Customize button.

2. In the Filter section, filter the Distribution Account by selecting All Income Accounts in the drop-
down list.

3. Click Run Report. The report should now match the total income on the Profit and Loss.

NOTE: If the sales report still doesn’t match the Profit and Loss, click on the Total Income line in the
Profit and Loss and review the activity to see if a non-sales transaction used an income account in the
distribution line.

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Now that you know the biggest sellers, you should also verify which products and services are your
most profitable. Create a Profit and Loss by Product/Service report by starting with a Profit and Loss
report then customizing it.

Step-by-Step: Create a Profit and Loss by Product/Service Report

1. Run a Profit and Loss report.

2. Display columns by Products/Services.

3. Filter for Product/Service = Specified.

4. Add sub-columns for comparison of % of row.

This will show which items bring in the most profit. If you have too many columns, filter your
Product/Service list for specified products, such as your best sellers or a product/service category.

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Now you can determine which products are your best sellers and keep track of your biggest
moneymakers, so you'll know which products to promote and keep in stock, and which you might
want to consider dropping.

OPEN SALES ORDERS

QuickBooks Online uses estimates to track sales opportunities. You can track an opportunity’s status
from pending to accepted until the order is fulfilled and closed. To create an Open Sales Order
report, you can use the status of accepted and filter a report for that status.

Step by Step: Create Open Sales Order Report

1. Go to Reports  Sales and Customers  Estimates by Customer.

2. Change the dates to All Dates.

3. Customize and filter for Estimate Status of Accepted.

4. Change the header of the report and rename to Open Orders or Open Sales Orders.

5. Save this customized report and schedule it to be emailed to your operations department
regularly so they can work on fulfilling the open orders.

You or your client can set up a schedule for the report to be sent to the person in the company who
will be filling the orders.

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NONPROFIT DONOR CONTRIBUTIONS

Although nonprofit organizations are not managing themselves to make a profit, they do need to
make more money than they spend in order to accomplish their mission. Nonprofit organizations
track donations, pledges and grants. Nonprofits can create end-of-year donation reports to see who
their biggest donors are and track their contributions.

Step-by-Step: Breakdown of Contributions Report

1. Choose Reports  For my Accountant  Transaction Detail by Account.

2. Click Customize.

3. Set Report period to the needed date range.

4. Set Accounting Method to Cash.

5. Open Rows/Columns, click the Group by drop-down and select Customer (or Donor or
equivalent).

6. Click Change Columns and remove any unwanted fields then click OK.

7. Click Filter.

8. For Distribution Account, select any income accounts that are used to track donations.

9. Click Run Report.

This report will display a subtotal for each donor. To get each donor's totals on a separate page, you
can export the report to Excel by clicking the Export drop-down button on the top right of the
report. You can then put a page break between each donor.

Nonprofits can also send annual statements as donor or pledge reports. The statement works only
for nonprofits which use invoices or sales receipts, not deposits. These annual statements are useful
for entities that need to send activity reports to their donors, but don’t want to show a running
balance or an amount due.

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Step-by-Step: Create Transaction Statements

1. From the +New icon, select Statement.

2. Select Transaction Statement as the statement type.

3. Enter the statement date — perhaps the end of the year.

4. Select All as the customer balance status.

5. Select the start and end dates then click Apply.

6. Click Print or Preview in the lower menu bar to view the selected donors’ statements. On each
statement you’ll see two columns: one for amount billed and one for the amount received. There
is a Total Received field at the bottom of the report.

7. Click Save and Send.

8. (Optional) Click Print or Preview to print the statements.

Another way to run statements only for specific customers is to navigate to the Customer Center,
check the box for each donor, then click the Batch actions button and select Create Statements for
the selected donors. Update the statement criteria as specified in the steps above.

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CASH BALANCE
You can create a report that shows the current register balance for all bank accounts in QuickBooks.
This is useful when the owner or controller is looking for a regular report of the bank balance,
including any future recurring transactions to the account, to determine available funds.

Run the Reports  For my Accountant  Account List report in QuickBooks Online and customize
it to report only on accounts of type All Bank Accounts. Change the columns to display the ones
you want.

One of the columns on the Account List report is the current ending register balance, regardless of
date (including post-dated transactions). You can save and schedule this report to be emailed to
those who regularly watch the booked cash balances.

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CUSTOM OPEN BALANCE REPORT

Many clients need to track open balances for their customers, vendors or employees, other than
what is tracked in A/R or A/P. Examples of this could be retainers or prepayments as covered in an
earlier module, or tenant security deposits, loans payable or loans receivable. To create the report,
you’ll need to reconcile the balance sheet account to which these transactions are posted. As you
will learn in Module 7: Special Transactions and Module 9: End of Period Activities, you can reconcile
any balance sheet account except for Undeposited Funds, A/R, A/P or Retained Earnings. When a
transaction is reconciled using the Reconcile tool, the cleared status is changed to R; you can use the
Cleared filter to customize a report in QuickReport to display only the uncleared items.

Step by Step: Run a Custom Open Balance Report

1. From the Chart of Accounts, click the down arrow in the Action column next to the account
name and select Run Report.

2. Change the Report period to All Dates.

3. Group by the appropriate name (e.g., customer).

4. Filter by Cleared and select Uncleared.

5. Click Run report.

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This report can be used to keep track of open items, troubleshoot odd balances or create schedules
for your balance sheet accounts. You can further customize the report to add or remove columns or
group by specific criteria. Note that in the above report, Dukes Basketball Camp would not appear if
the Customer Retainers account had been reconciled.

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Module 4: Advanced Reports Lesson 5: Management Reports

Lesson 5: Management Reports

Management Reports are a great way to add additional value to the services you already provide
your clients. You can use Management Reports in QuickBooks to provide clients with professional-
looking report packages that include a title page, table of contents, preliminary pages (such as
accountant reports, letters and end notes) and other custom content. You can also add footers to
Management Reports, which is compliant with SSARS21 rules. You can add any report in the Report
Center to a management report — including customized reports you’ve saved to the Custom reports
tab.

CREATE A NEW M ANAGEMENT REPORT

You can’t create a new management report from scratch, but there are pre-designed templates
included in each QuickBooks Online company that you can copy and edit to meet your needs.

When your client views Management Reports, they see three pre-defined templates:

• Company Overview
• Sales Performance
• Expenses Performance
When you log in as the Accountant user, we will see two pre-defined templates:

• Basic Company Financials

• Expanded Company Financials

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Click View in the Action column to view a template.

While a pre-made management report template can be edited, it is not considered a best practice to
do so. A pre-made template cannot be deleted but a customized copy can. Once you’ve found a
suitable template to start with, close the template and click the down arrow in the Action column
again to copy it. QuickBooks logs who created the new report and when it was modified. You can
also define the reporting period from the drop-down list.

MANAGEMENT REPORT TEMPLATES THAT A CLIENT SEES

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EDIT A MANAGEMENT REPORT

Click Edit from the down arrow to open the newly copied template and give it a name.

You can customize Management Reports to include the following:

• Cover page
• Custom pages for free-form content (like an executive summary or financial notes)
• A variety of reports and reporting periods
• Header and footer
Cover Page

Select from four styles and add a logo to personalize your cover.

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Specify a title, subtitle and wording to use for the report period. The entries in brackets are
information that QuickBooks pulls in from elsewhere. For example, the Subtitle has {Company
name}. It pulls this from the Company section of Account and Settings.

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Table of Contents

Choose whether to add a table of contents and change its title.

Preliminary Pages

Add one or more preliminary pages and choose whether to include the page, change the title
(which is included in the table of contents), and type or paste custom content from another source.
You can also add fields from the {…} drop-down list. The choices there depend on whether you are
the Accountant user or a Company user.

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Add a Report

You can add any report in a QuickBooks company to a management report template, but you can’t
customize it from the Management Report screen. Instead, customize your reports the way you
normally would, and save the report in the Custom reports tab in the Report Center. Once you’ve
saved the custom report, you can add it to a management report template.

• To remove a report from the template, select the trash can icon at the top right of the report edit
section

• report
To add a new report, select Add new report at the bottom left of the screen then select the
you want to from the drop-down list

Adding and deleting is the only way to change the order of reports in the final document, so give it
some thought and add the reports in the order in which you want to see them in the final document.

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End Notes

The end notes will appear at the end of the Management Report. You choose whether to include
end notes, give the page a title (which will appear in the table of contents) and choose whether to
include a breakdown of sub-accounts from the reports included in the management report package.
You can type custom content here too or copy and paste as on the preliminary page.

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Headers/Footers

To customize the header, footer and fields, click Advanced at the bottom of the page.

• example,
Fields – These are placeholders that are replaced with actual data when the report is created. For
if you set {CompanyName} to Olive, then anywhere you type {CompanyName}, it will be
replaced by Olive in the generated report. It’s an easy way to add the same text in multiple
places.

• Header/Footer – Text you enter here appears on every page of the management report except
the cover page and the table of contents. You can also add fields here.

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WORK WITH MANAGEMENT REPORTS

There are different ways to work with a management report, either in the Edit screen or from the
Report Center.

In the Edit screen, click the lower right corner to save, export or send:

• Save – Save the existing template and continue customizing

• Save As – Save changes to a new template
• Export as DOCX – Export the management report in Microsoft Word® format
• Export as PDF – Export the management report as a PDF
• Send – Email the management report as an attachment; you can edit the email subject, body and
filename before sending

• Save and close – Save the existing template for future use
NOTE: You cannot schedule a management report.

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Module 4: Advanced Reports Conclusion

Conclusion
Having completed this module, you have been informed on many advanced tasks in reporting
including:

• Identify the different ways reports work in QuickBooks Online and how to utilize them
• Recognize the options available in QuickBooks Online to customize reports
• Identify the steps to create scheduled reports
• Recall methods for customizing business reports in QuickBooks Online
• Recall the methods for customizing and working with management reports

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