How To Create Custom Reports In QuickBooks Desktop | PLANERGY Software

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In addition to general data fields, you can create custom fields to capture specific customer, vendor, employee, product, and service details. You can add custom fields to sales forms and reports to focus on the info that matters most to your business.

Note: Learn how many custom fields you can have in each edition of QuickBooks Desktop. Your custom name field now appears in the Additional Info section for the type of people you choose to track. Your new custom item field now appears on the Custom Fields list for your products and services.

You can also add custom item fields to custom transaction templates. Custom fields are available for all item types except subtotals, sales tax items, and sales tax groups. Now you can track lots of custom data. Here are a few things you can do with your custom name and item fields. When you create a report, you can filter them to show only transactions associated with a selected custom field.

Note: You can create a report only on custom fields that appear on transactions. You can rename a custom field that changes all transactions and reports with the field, including those in the past. When you change the field name on forms only, QuickBooks retains the old name in the Report Filters window. Need to make changes or updates to your accounts or subscriptions?

Visit the Account Management Page. QuickBooksHelp Intuit. Create custom name fields QuickBooks Desktop for Windows Use custom name fields to track specific customer, vendor and employee info. Select the Customer , Vendor , or Employee menus. Double-click any profile on the list to open and edit it.

Select the Additional Info tab. Then select Define Fields. Name your custom field in the Label column. In the Use for column, select the checkbox to add the custom name field to customer, vendor, or employee profiles.

You can track the same info for all three groups. Select Any text to create a free-form text field. Select OK to save the custom field. QuickBooks Desktop for Mac Go to Lists , then select the list you want to view customers, vendors, or employees.

On the Additional Info tab, select Define Fields. For each field: Enter the name of the field in the label column. Select the lists where you want the field to appear. Note: You can select a custom field for all three lists customer, vendor, employee , but each list can only have a total of seven custom fields. Was this helpful? Yes No. You must sign in to vote, reply, or post. Sign in for the best experience Ask questions, get answers, and join our large community of QuickBooks users.

Note: Adding a field may affect the layout of your form. If you need to, here’s how to adjust the layout.

 
 

Quickbooks desktop custom reports.Customize reports in QuickBooks Online

 

In this article I want to share with you my favorite method for creating a custom report in QuickBooks Desktop software. This report is fundamental because you cannot troubleshoot a total balance for the undeposited funds account for the amount displayed on a balance sheet report without knowing the detail behind the numbers.

Typically, in QuickBooks we double click on displayed total which details all of the transactions posted to that account, however, too much data will display, making it difficult to identify what is not deposited to a bank account. How do transactions get to this Undeposited Funds Account?

When you select the Undeposited Funds account as the deposit-to account, QuickBooks increases the balance in the Undeposited Funds account. Then, when you complete a make deposit, QuickBooks reduces the Undeposited Funds account balance, and behind the scenes, it marks the original increase and the new decrease as cleared.

To set the preference for using the Undeposited Funds recommended , log into the file as the Admin user. From the menu bar, select Edit, Preferences and choose the Payments preference on the left and the Company Preferences tab at the top.

Place a checkmark in the Use Undeposited Funds as a default deposit to account box. Now when you or your customer record a Receive Payment transaction for an open customer invoice, the payment amount will be debited increasing the balance of the Undeposited Funds, Other Current asset type of account. You also might want to memorize this report for the convenience of reviewing the detail often, avoiding any data entry errors this report might help you uncover.

The Modify Report dialog box opens. Display the date range as All. For Total By, from the bottom of the list, select Payment Method. For Columns, select those you want to view on the report. Click the Filters tab. In the Choose Filter box, select Account, and choose the account named Undeposited Funds from the drop-down list.

Also from the Filters tab, select Cleared and click the No button. Type Undeposited Funds Detail as the report title. Click OK to close the Modify Report dialog box. This report provides the details of the amounts that are included in the Undeposited Funds account balance.

You might want to include preparing this report at the end of each month for your records. Following are other reports you might also find useful when reviewing the balance in your Undeposited Funds account. Caution: The modified custom report you named Undeposited Funds Detail will always show the present state of the transaction, which means when a payment is received and is included on a Make Deposits transaction, the report for a prior date will no longer show that item as undeposited.

You can use this same report for a variety of other purposes including:. When an employee is provided a loan by the company and regularly pays back the loan through payroll record deductions.

To create this Employee Advances Loan Detail report, follow these easy steps: 1. For Total By, from the bottom of the list, select Employee. Optionally, from the Filters tab, select Cleared and click the No button. Type Employee Advances Detail as the report title. Tip: This report can get to be lengthy with time. To make the report more efficient to work with, it is recommended that you complete a Reconciliation when an employee fully pays off a loan.

Clear the transactions that recorded the initial loan and the payments, reconciling when the total of these amounts net to There are other uses for this report, such as reporting on Customer Deposits Other Current Liability Account , and even when sister companies have Due To or Due From accounts on their books.

 

Quickbooks desktop custom reports. How To Create Custom Reports In QuickBooks Desktop

 

Now when you or your customer record a Receive Payment transaction for an open customer invoice, the payment amount will be debited increasing the balance of the Undeposited Funds, Other Current asset type of account.

You also might want to memorize this report for the convenience of reviewing the detail often, avoiding any data entry errors this report might help you uncover. The Modify Report dialog box opens. Display the date range as All. For Total By, from the bottom of the list, select Payment Method. For Columns, select those you want to view on the report. Click the Filters tab. In the Choose Filter box, select Account, and choose the account named Undeposited Funds from the drop-down list.

Also from the Filters tab, select Cleared and click the No button. Type Undeposited Funds Detail as the report title. Click OK to close the Modify Report dialog box. Learn how you can scan receipts and documents, then attach them to your transactions using QuickBooks Scan Manager. QuickBooks Scan Manager lets you easily Need to make changes or updates to your accounts or subscriptions?

Visit the Account Management Page. Home Home Reports. Create and manage reports. Showing help for. Inventory reports Create and run inventory reports. Company snapshot Get insight into your business performance. Customize reports Create and manage reports. Financial reports Run balance sheet and profit and loss reports to manage your business. Memorize reports Edit and manage custom QuickBooks reports. Sales reports Run reports to see your sales in QuickBooks. Article Community Videos.

Creating custom reports in QuickBooks Desktop. Hector Garcia July 15, Click Customize Report. On the Display tab, uncheck to remove Main Phone column. Scroll down the column list then check to add Sales Tax Code. Click the Filters tab. Note: You may want to try one then the other to see which one gives you what you need. Click OK. You will see a report showing you all customers who are taxable.

Click Memorize to save the report for future reference. Sales Receipts that show check number for the payment This report shows the check number specified by the user when they enter a sales receipt.

On the Display tab, check to add P. From the Filters list, select Transaction Type. Report that shows sales by state This report shows sales by state. Click the Total by drop-down and choose Total Only. Click the Sort by drop-down and choose Name State.

Set the appropriate date range. Go to the Filters tab and from the Filters list, choose Payment Method. From the Payment Method drop-down, select Multiple Payment Methods then click the payment method you want to show on the report. Click Ok. Sales Order report grouped by customer with Item Name displayed for open items only The default Sales Order by Customer Report does not include Item detail and displays the total amount of the Sales Order rather than just what is open.

Click Memorize to save this report for future use. Customer payments and the invoices and deposits to which they are linked This report is based on the Check Detail report. From the Reports menu, choose Banking then click Check Detail. On the Display tab, choose the appropriate date range. From the Filters tab, remove all selected filters under the Current Filter Choices. Select the filter for Transaction Type then choose Payment. You can filter this report for specific customers by choosing the Name filter and narrowing down to a single name or type of name.

Select OK. Payments linked to open invoices Creating a report to show all payments on open Invoices would require a filter to see if the Payment s are linked to an open invoice.

From the Reports menu, choose Banking then click Deposit Detail. Select the date range. Click the Export button at the top of the report then select a new Excel workbook. Click the Advanced tab and select options as you wish.. Click OK then Export. Move each of the invoice amounts on cell to the right. Under the payments, insert a Sum function, that will show you the total of the payments. Amounts on Estimates This report shows the outstanding amounts on estimates.

On the Display tab, check to add the Open Balance column. Uncheck any unneeded columns. Select the date range then click Ok. Click Memorize this report for future use. Click the Advanced… button. Enter the correct date on the report. Customer invoices sorted by Invoice Number This report shows all invoices for all customers sorted by Invoice Number instead of Date, Customer:job name or Item.

On the Display tab: Set the date range. Click the Sort by drop-down and choose Num. Click Memorize to save the report for future use. Customer:Job status, date and estimate totals This report helps job related businesses that may need report of job status, start and end dates, and estimate totals. Remove any unwanted columns.

You may want to add Balance Totals for invoice balances. You can also filter for one specific Customer or multiple Customers.

Click OK.. A sales by rep report based on gross profit Many companies want to pay commissions to sales reps based on Gross Profit rather than the gross of the sale.

Follow the steps below to create a sales by rep report based on the gross profit: From the Reports menu, select Custom Reports then click Summary.

On the Display tab, select Rep in the Display Rows by drop down. Select the appropriate date range. On the Filters tab, select the Multiple Accounts filter. Check to select the appropriate Income and Cost of Goods Sold accounts. Customers and their associated price levels QuickBooks do not have the option to display customers and their associated price levels in Reports. On the right hand side, click Customize Columns, In the Available Columns pane, scroll down and select Price Level then click Add button in the middle.

You can edit the field here but you cannot print or export this report. Export your Customer List to your desktop. Browse to your desktop.

Right-click the export file and choose Open with. Select Excel and the file will open in Excel. Find the information you need. The customer names will be listed in the cells below.

Scroll across the spreadsheet in the same row where the NAME cell was found. Listed below are all the Price levels associated with these customers. Clean up the Spreadsheet. When saving the file.

 
 

Create Custom Reports in QuickBooks Desktop – Wolters Kluwer.

 
 

You can also choose how you wish numbers to appear. Five reports you may want to customize Even though report customization is completed using a standard report template, the customization options are endless. Sales by State If you sell products in more than one state, Sales by State is a must.

To run this report, follow these steps. Select the Sales category, and then the Sales by Customer Detail report. Click on the Customize Report tab at the top of the screen. From the Columns list found under the Display tab, select Name State. Select the Total Only option found under the Total By drop-down. Under the Sort By option, choose Name State. Click on OK , or click on Cancel if you wish to make any changes.

Click on the Customize tab at the top of the screen. On the Display tab, select the years to include in the report. Select Year from the Display Column area. Click on OK. To create the Open Purchase Order by Vendor report, follow these steps. Select Custom Reports , then Transaction Detail. Select Vendor. This report will provide you with the total amount of purchase orders open by vendor.

Select the Custom Report option, then Transaction Detail. When ready to run the report, click on OK. Outstanding Estimates If you commonly provide your customers with estimates, a good report to run is the amount of all outstanding estimates.

Next, select Estimates by Job. Click on the Customize Report option at the top of the page. Under Display , add the Open Balance Uncheck any columns that are not necessary. Select the date range of the report.

Click on OK to process the report. To discover how we can help grow your business: Read our case studies, client success stories, and testimonials. Learn about us, and our long history of helping companies just like yours. Learn best practices for purchasing, finance, and more Browse hundreds of articles , containing an amazing number of useful tools, techniques, and best practices.

Related Posts. Read more. Financial Modeling Best Practices. You might want to include preparing this report at the end of each month for your records. Following are other reports you might also find useful when reviewing the balance in your Undeposited Funds account. Caution: The modified custom report you named Undeposited Funds Detail will always show the present state of the transaction, which means when a payment is received and is included on a Make Deposits transaction, the report for a prior date will no longer show that item as undeposited.

You can use this same report for a variety of other purposes including:. When an employee is provided a loan by the company and regularly pays back the loan through payroll record deductions. To create this Employee Advances Loan Detail report, follow these easy steps: 1. For Total By, from the bottom of the list, select Employee. Optionally, from the Filters tab, select Cleared and click the No button. Type Employee Advances Detail as the report title. Tip: This report can get to be lengthy with time.

To make the report more efficient to work with, it is recommended that you complete a Reconciliation when an employee fully pays off a loan. Let us check out:. And in the Age through how many days field, make sure to type in the number days you need for the breakdown of aging intervals:. It should be noted while creating a report it might have various unnecessary data.

This is where the need to using filters arise, as it allows you to customize the report to ensure that you see the data needed and not the useless one. A couple of reports allow you to subtotal the amounts in columns for time periods or other possible factors. This can be done by:. You can easily group and subtotal the data on a transaction detail report by carrying out a couple of steps:. Read Also: How to setup landed cost in QuickBooks desktop?

In the reports, you can easily customize the way in which the numbers have to be formatted and also the way in which the negative numbers would appear. Header is the text that shows up at the top of the report. QuickBooks includes the company name, title, subtitle and the date automatically. Let us check out header customization options:. Company: Company stands for the company name that would be displayed on the report. Print header on: The last option is to select the pages on which you wish the header to appear.

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