Reports

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Reports2014

Topics

• Types of Reports• Cash Versus Accrual Reports• Accounting Reports• Business Management Reports• QuickBooks Graphs • Building Custom Reports• Memorizing Reports• Processing Multiple Reports• Finding Transactions• Exporting Reports to Spreadsheets

Types of Reports

• Two major types of reports in QuickBooks:– Accounting Reports

– Business Management Reports

Accounting Reports

• Contain information about transactions and accounts

– Example: The Profit & Loss report is a summary report of all transactions coded to income and expense accounts for a specified period of time

Business Management Reports

• Used to monitor different activities of a business to help plan workflow and review transactions that have already occurred

• Provide critical information that you need to operate your business

– Example: The Customer Contact List report shows addresses, phone numbers, fax numbers, and other information about Customers

Cash vs. Accrual Reports

•Set default for all summary reports to the cash or accrual basis •You can always switch between cash and accrual reports by modifying reports

Accounting Reports

• Profit & Loss Standard• Profit & Loss by Class Report • Profit & Loss by Job Report • Balance Sheet • Statement of Cash Flows • General Ledger • Trial Balance• Voided/Deleted Transactions

Profit and Loss Report

Analyzing the Profit & Loss Report

• The first section shows the total of each of your income accounts • The next section shows your Cost of Goods Sold accounts

(costs of the products you sell) • At the bottom of the report, shows Net Income – the amount of

your revenue less your Cost of Goods Sold and your operating expenses

Profit and Loss by Class

•Select the Reports menu, select Company & Financial, and then select Profit & Loss by Class•Totals for each Class are displayed in a separate column

Profit and Loss By Job

•Divides Profit & Loss report into Customers or Jobs, also called the Job Cost report•Allows you to see your profitability for each customer or job and spot pricing problems, as well as costs that are out of the ordinary

Balance Sheet

•Shows financial position, as defined by the balances in each of your asset, liabilities, and equity accounts on a given date

Statement of Cash Flows

• Shows detail of cash on the Balance Sheet• Provides information about investing and financing activities, such as purchasing equipment or borrowing

General Ledger

• Shows you all of the activity in all of your accounts for a specific period• Can omit accounts with no activity and zero balance by

selecting In Use under Advanced

Trial Balance

• Shows the balance of each of the accounts as of a certain date• The report shows these

balances in a Debit and Credit format

Voided/Deleted Transactions Report

• Shows a list of voided or deleted transactions –Includes when transactions were voided or deleted

• The standard version presents the transaction in a summary format

Business Management Reports

• List Reports:–Customer Phone List –Vendor Contact List – Item Price List

• Banking Reports:–Check Detail Report

• Accounts Receivable and Accounts Payable Reports: –Collections Report –Customer Balance Detail Report –Vendor Balance Detail Report –Sales Tax Liability Report

List Reports

• Select the Reports menu, then select List, and then select: – Customer Phone List

– Vendor Contact List

– Item Price List

• These reports show the corresponding listing

Check Detail Report

• Shows the detailed expense account information about transactions associated with a Bill Payment• Useful for tracking Accounts Payable or Payroll

Collections Report

• The Collections Report shows each customer’s outstanding Invoices along with the customer’s telephone number

Customer Balance Detail Report

• Shows all transactions that use Accounts Receivable account, including Invoices, Payments, Discounts, and Finance Charges

Vendor Balance Detail Report

• Shows transactions that use Accounts Payable, including Bills, Bill Credits, Bill Payments, and Discounts

QuickBooks Graphs

• Shows your income and expenses by month as well as a pie chart showing summary of your expenses– You can view graph by account or customer

Building Custom Reports

• Use the Customize Report button to add or delete columns and change several other formats of the report • Use the Filters tab on the Modify Report window to narrow the

contents of reports

Memorizing Reports

•After you’ve modified a report, you can memorize the format and filtering so that you don’t have to perform all of the modification steps the next time you want to view the report•Memorizing reports doesn’t memorize the data on the report, only the format, dates, and filtering•With your report displayed, click Memorize at the top of the report

Report Groups

• Report Groups allows you to combine several reports into a group, so that you can later display and/or print the reports in the group as a batch

Processing Multiple Reports

• Select the Reports menu and then select Process Multiple Reports• Select the group from the Select Memorized Reports From drop-down list• If you don’t want to display or print all the reports in the group, click the checkmark (√) in the left column to remove it•Click Display to show the reports on the window or click Print to print all the reports

Printing Reports

•Click Print at the top of the window•Specify the orientation (landscape or portrait) and page-count •Fit report to 1 page(s) wide and Fit report to 1 page(s) high reduces the font size of the report so the width of all columns does not exceed page width

Searching Transactions in Registers

• Use the Search command in the Icon Bar– Searches fields in all Customers, Vendors, Employees and

Transactions

QuickReports

• Information about a customer, vendor, or item•Generate QuickReports from account registers, forms, or lists

Using QuickZoom• Convenient feature that allows you to see the detail behind

numbers on reports • Double click to see more detail.

Exporting a Report to Microsoft Excel

•Exporting to Excel to modify reports •After exporting, you can update the report with QuickBooks data from within Excel

Summary of Key Points

• Types of Reports• Cash Versus Accrual Reports• Accounting Reports• Business Management Reports• QuickBooks Graphs • Building Custom Reports• Memorizing Reports• Processing Multiple Reports• Finding Transactions• Exporting Reports to Spreadsheets

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