B20 3000 ReportingFundamentals HOT 354867
Creating the “Deliverables”: Reporting fundamentals & Basic customization
Presented by: Diane C. O. Gilson President, Info Plus Accounting, Inc. Certified Advanced QuickBooks® Pro Advisor e-mail: [email protected] © Info Plus Accounting, Inc. Ann Arbor, MI 48104 web: www.BuildYourNumbers.com + www.InfoPlusAccounting.com
This session : Putting the frosting on the cake Mastering reporting choices Types of reports Pre-built reports: what’s available? Customizing pre-builts Primary printing options
Creating the deliverables: Reporting fundamentals and basic customization
Reporting fundamentals
Summary reports vs. detailed reports o Summary reports add together and display the results of a series of transactions. Examples: Balance Sheet Accounts Payable and/or Accounts Receivable Aging Summary Inventory Valuation Summary Profit & Loss (Company based) Profit & Loss by Job Estimates vs. Actuals Detail Report (it says “Detail” in the title but it’s actually a summary report) o Detail reports display individual transactions Can reach thru the pre‐built reports, OR You can drill down on any line in a Summary report You can then drill down on any transaction shown Note the “Expand” and “Collapse” button Expand shows every line Item in a transaction, otherwise it may be summarized. Pre‐built reports o See the full list of pre‐built reports on the following page o Notice the special industry‐based reports: Specific industry reports are available based upon the version of QuickBooks Premier or Enterprise Solutions that you installed These are NOT available in QuickBooks Pro o Pre‐built reports can be accessed via the main menu bar OR o Via the "Report Center" & previews o List reports vs. Printing Lists: List reports have “modifiable” layouts List screen Print list does not provide any modification options One nice one is the Chart of Accounts But be careful of certain “Print List” – e.g., Item List QB provides warnings "Quick" reports can be accessed from lists o Right click and select “Quick Report” from bottom of pop‐up menu "Find" reports o After performing an Advanced Find, you can click on the Report button on the right of the screen. Display can be a bit unusual, so look at results first.
© Info Plus Accounting (may not be used or re-printed without permission)
Page 1
Creating the deliverables: Reporting fundamentals and basic customization
© Info Plus Accounting (may not be used or re-printed without permission)
Page 2
Creating the deliverables: Reporting fundamentals and basic customization
Basic customization of pre‐built reports
Date ranges o Select from drop down o “A” always shows “All” o Custom dates o Date choices will display on front of report o Dates chosen impact what you see when you drill down into a Summary report. E.g., Report basis o Will default to selection in Company Preferences (Cash or Accrual) o Can be changed here for specific reports if desired (not recommended) o Report basis will display on front of report (upper left hand corner – normally) Columns, sub‐columns choices o These change based on the type of report you are creating. E.g.: P&L report choices (Summary report):
After selecting boxes w/grayed out boxes beneath them, the grayed out boxes become available to select. Job Estimate vs. Actual Detail (Summary report):
Item Actual Cost Detail Report (Detail report):
© Info Plus Accounting (may not be used or re-printed without permission)
Page 3
Creating the deliverables: Reporting fundamentals and basic customization
Sub‐column options on certain reports, e.g.: o % of income o Estimate on certain time reports Sorts o Sort by… (choices are based on columns selected…) o Sort in… (ascending or descending order) Subtotals (Total by) o Some reports allow you to “Total by” – not always consistent, but can be helpful when you need it:
Filters tab (single, selected, and multi) o Many, many filter options o Worth getting familiar with the filters shown in the dropdown – teaches you a bit about the underlying data structure. o Be aware that not all filters work on all reports – depends on whether data is accessible to that particular report. Just try & test…
o o o
From the dropdown list, you can select a single choice or “multiple xxxx”. If you choose “multiple” you will be taken to another pop up, where you can check off as many selections as you wish. There is no “exclude” feature .
© Info Plus Accounting (may not be used or re-printed without permission)
Page 4
Creating the deliverables: Reporting fundamentals and basic customization
Header/Footer tab includes:
After the report displays: o Column widths: In most cases you will want to narrow the columns in order to line them up and make them more reader‐friendly. To narrow, grab the diamond at the top right of the column and drag it to the left. You may need to do this several times. Suggest that you start with the narrowest column first and then say that you want to narrow for all columns.
o
o
In detail reports only: Change the column location/order Just go to the column header – you’ll see a little hand appear. Just drag and drop the column where you’d like it to appear Ability to change some of your choices at the top of the report window, e.g.: Dates (but Balance Sheet only gives you one day (vs. a range), so you’ll probably want to use the Modify Report option). Columns Sort by Total by Choices depend on specific report.
© Info Plus Accounting (may not be used or re-printed without permission)
Page 5
Creating the deliverables: Reporting fundamentals and basic customization o
There are a variety of buttons at the top of the report:
Modify Report takes you back to your full set of report options. Memorize will let you keep your report with the specific settings that you made. Print takes you to the Print options (see below). You can E‐mail the report directly from this screen. Export pushes the results into an Excel sheet. Hide Header: Self‐explanatory “Collapse” option yields a summarized report based on main “header” elements. After it’s clicked it changes to “Expand” so that you can choose to see the line items rolling up to the header elements. Refresh: You can click this if you’ve made a change and want to be sure that the change has flowed through to the report.
Basic Printing options
Walkthrough:
© Info Plus Accounting (may not be used or re-printed without permission)
Page 6
Presented by: Diane C. O. Gilson President, Info Plus Accounting, Inc. Certified Advanced QuickBooks® Pro Advisor e-mail: [email protected] © Info Plus Accounting, Inc. Ann Arbor, MI 48104 web: www.BuildYourNumbers.com + www.InfoPlusAccounting.com
This session : Putting the frosting on the cake Mastering reporting choices Types of reports Pre-built reports: what’s available? Customizing pre-builts Primary printing options
Creating the deliverables: Reporting fundamentals and basic customization
Reporting fundamentals
Summary reports vs. detailed reports o Summary reports add together and display the results of a series of transactions. Examples: Balance Sheet Accounts Payable and/or Accounts Receivable Aging Summary Inventory Valuation Summary Profit & Loss (Company based) Profit & Loss by Job Estimates vs. Actuals Detail Report (it says “Detail” in the title but it’s actually a summary report) o Detail reports display individual transactions Can reach thru the pre‐built reports, OR You can drill down on any line in a Summary report You can then drill down on any transaction shown Note the “Expand” and “Collapse” button Expand shows every line Item in a transaction, otherwise it may be summarized. Pre‐built reports o See the full list of pre‐built reports on the following page o Notice the special industry‐based reports: Specific industry reports are available based upon the version of QuickBooks Premier or Enterprise Solutions that you installed These are NOT available in QuickBooks Pro o Pre‐built reports can be accessed via the main menu bar OR o Via the "Report Center" & previews o List reports vs. Printing Lists: List reports have “modifiable” layouts List screen Print list does not provide any modification options One nice one is the Chart of Accounts But be careful of certain “Print List” – e.g., Item List QB provides warnings "Quick" reports can be accessed from lists o Right click and select “Quick Report” from bottom of pop‐up menu "Find" reports o After performing an Advanced Find, you can click on the Report button on the right of the screen. Display can be a bit unusual, so look at results first.
© Info Plus Accounting (may not be used or re-printed without permission)
Page 1
Creating the deliverables: Reporting fundamentals and basic customization
© Info Plus Accounting (may not be used or re-printed without permission)
Page 2
Creating the deliverables: Reporting fundamentals and basic customization
Basic customization of pre‐built reports
Date ranges o Select from drop down o “A” always shows “All” o Custom dates o Date choices will display on front of report o Dates chosen impact what you see when you drill down into a Summary report. E.g., Report basis o Will default to selection in Company Preferences (Cash or Accrual) o Can be changed here for specific reports if desired (not recommended) o Report basis will display on front of report (upper left hand corner – normally) Columns, sub‐columns choices o These change based on the type of report you are creating. E.g.: P&L report choices (Summary report):
After selecting boxes w/grayed out boxes beneath them, the grayed out boxes become available to select. Job Estimate vs. Actual Detail (Summary report):
Item Actual Cost Detail Report (Detail report):
© Info Plus Accounting (may not be used or re-printed without permission)
Page 3
Creating the deliverables: Reporting fundamentals and basic customization
Sub‐column options on certain reports, e.g.: o % of income o Estimate on certain time reports Sorts o Sort by… (choices are based on columns selected…) o Sort in… (ascending or descending order) Subtotals (Total by) o Some reports allow you to “Total by” – not always consistent, but can be helpful when you need it:
Filters tab (single, selected, and multi) o Many, many filter options o Worth getting familiar with the filters shown in the dropdown – teaches you a bit about the underlying data structure. o Be aware that not all filters work on all reports – depends on whether data is accessible to that particular report. Just try & test…
o o o
From the dropdown list, you can select a single choice or “multiple xxxx”. If you choose “multiple” you will be taken to another pop up, where you can check off as many selections as you wish. There is no “exclude” feature .
© Info Plus Accounting (may not be used or re-printed without permission)
Page 4
Creating the deliverables: Reporting fundamentals and basic customization
Header/Footer tab includes:
After the report displays: o Column widths: In most cases you will want to narrow the columns in order to line them up and make them more reader‐friendly. To narrow, grab the diamond at the top right of the column and drag it to the left. You may need to do this several times. Suggest that you start with the narrowest column first and then say that you want to narrow for all columns.
o
o
In detail reports only: Change the column location/order Just go to the column header – you’ll see a little hand appear. Just drag and drop the column where you’d like it to appear Ability to change some of your choices at the top of the report window, e.g.: Dates (but Balance Sheet only gives you one day (vs. a range), so you’ll probably want to use the Modify Report option). Columns Sort by Total by Choices depend on specific report.
© Info Plus Accounting (may not be used or re-printed without permission)
Page 5
Creating the deliverables: Reporting fundamentals and basic customization o
There are a variety of buttons at the top of the report:
Modify Report takes you back to your full set of report options. Memorize will let you keep your report with the specific settings that you made. Print takes you to the Print options (see below). You can E‐mail the report directly from this screen. Export pushes the results into an Excel sheet. Hide Header: Self‐explanatory “Collapse” option yields a summarized report based on main “header” elements. After it’s clicked it changes to “Expand” so that you can choose to see the line items rolling up to the header elements. Refresh: You can click this if you’ve made a change and want to be sure that the change has flowed through to the report.
Basic Printing options
Walkthrough:
© Info Plus Accounting (may not be used or re-printed without permission)
Page 6
