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Reports Wiki

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Tutorials/Links
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Balance due on partially paid invoices a tutorial by Rustler

Frequently Asked Questions

1. How do I create a report that shows me customers who have not purchased anything in the last year?
2. Closed sales orders appear on the Open Sales Order report.
3. Cash Basis Balance Sheet lists A/R or A/P.
4. The word “.overflow” appears on reports.
5. Reports give error “Not Enough Memory” on Windows Vista
6. Exporting reports to Excel.
7. Budget vs. Actual Report includes accounts with 0.00 amounts.
8. How to show all items ordered with totals.
9. How do I change from accrual to a cash basis?
10. Balance sheet is out of balance.
11. Using the Modify Report Button.
12. Customer with a 0 balance showing up on A/R report.
13. Customers are not sorted alphabetically on reports.
14. Filtering a time report.
15. Creating a report of expenses that will not be reimbursed.
16. Unbilled time activities do not appear on the Unbilled Costs by Job report.
17. Report showing unbilled cost, amount of hours, and type of hourly wage.

1. How do I create a report that shows me customers who have not purchased anything in the last year?
To identify the customers who have not done business with you in the past year, you can use the following report:

1. Click on the Reports menu and choose Custom Summary Report.
2. In the Modify Reports window, under the Display tab, in the Dates field, select the desired time period during which you'd like to see customer activity (for instance Last Calendar Year).
3. In the “Display columns by” field, select a unit of time - it can be the same unit of time selected for the Dates field (for instance, Year).
4. In the “Display rows by” field, select Customer.
5. Click on the Advanced button at the bottom, and change Display Rows from Active to All and then click OK.
6. Click OK to run the report.

The report will display all of your customers, and will show you the dollar amount of business that they have done with you for the time period selected. Any customer who has not done any business with you will show 0.00.

To list only the customers with a 0.00 balance, export the report to Excel and use the Autofilter feature. To do this:

1. Click on Export from the report window.
2. In the Export Report window, select the Advanced tab.
3. Check the Auto Filtering checkbox.
4. Click on Export.
5. Once the report has exported to Excel, you can click on the dropdown for Total and select 0. The report will now display only the customers who have $0.00 activity for the time period.

2. Closed sales orders appear on the Open Sales Order report.

This issue can occur for one of the following reasons:
An invoice was created from a sales order and the quantity on at least one item was changed to zero.
The original sales order was edited after the invoice was created and text was added in the Description column below the sales items.
The sales order was marked Closed.

To resolve this issue, please follow these steps:
1. From the Open Sales Orders by Customers report, double-click the closed sales order.
2. Clear the Closed checkbox.
3. Reselect the Closed checkbox, and then click Save & Close.
4. Click Yes when asked if you want to record the change. The sales order should no longer appear on the report.

Note: This problem can occur on any report filtered to show the same data as the Open Sales Order Report. For example, a filtered Custom Transaction Detail Report.

3. Cash Basis Balance Sheet lists A/R or A/P. Generally, accounts receivable (A/R) and accounts payable (A/P) transactions do not appear on cash-basis reports because the purpose of these accounts is to keep track of transactions that have not been paid. Listed below are possible reasons an A/R or A/P account might display a balance on a cash-basis balance sheet.

A/R or A/P transactions posting to other balance sheet accounts. When an invoice, credit memo, or bill affects a balance sheet account, in order for that account to report the correct balance on the cash basis balance sheet QuickBooks also must report the other side of the transaction in A/R or A/P.
Inventory items on a bill, invoice or credit memo. By definition, all inventory transactions are accrual-based because they include transfers between balance sheet (generally the A/P or A/R and Inventory Asset) accounts.

Inventory items on an invoice or credit memo will be shown on a cash-basis balance sheet as a transfer from the Inventory Asset account. The dollar amount will be the same as cost of goods sold.

Tip: To see the amount being transferred from Inventory on a particular invoice or credit memo on which inventory items are used, press Ctrl+Y to open a transaction journal report that shows the postings. Look for the amounts posted to the Inventory Asset account.

Other transfers between balance sheet accounts. On invoices or credit memos, look for any items that are associated with balance sheet accounts.

Tip: Go to the Lists menu and click Item List. Look for any balance sheet (assets, liabilities or equity) accounts listed in the account column. This does not apply to Sales Tax Payable; sales tax will not be reflected in the balance of A/R on a cash basis even if sales tax is due on the invoice date.

Unapplied payments. To find payments that have not been applied to an invoice, create an open invoices report by choosing Customers& Receivables, and then Open Invoices from the QuickBooks Reports menu. Payments that appear on the report have been received but not applied to an invoice and will be reflected on the cash-basis balance sheet.
Payments applied to invoices dated in the future. Examine the A/R account register for post-dated invoices. If you find post-dated invoices, click on them then hold down the CTRL key and press the letter H for a payment history to see if there is a payment applied to it.
Data damage. If none of the above possible causes apply to your company data file, you should run the Verify Data utility to check for damage to your company file. To verify data choose Utilities from the File menu and select verify. If no data problems are detected see this help article for other methods of determining if there is damage in the data file.

4. The word “overflow” appears on reports. This issue occurs when the amounts that are used in the formula for that specific field are too great to be calculated. The word "Overflow" displays in the Total fields of the report.

You may be able to resolve this issue by exporting the report to Microsoft Excel. Because all Total fields are sent with a formula, instead of a figure, Excel may produce the desired number.

To export a report to Excel, please follow these steps:

1. With the QuickBooks report open, click the Excel button at the top of the window.
2. In the Export Report to Excel window, select the appropriate option button within the File Options section.
3. Click OK.

Click here to view additional help on this topic.

5. Reports give error “Not Enough Memory” on Windows Vista.

Typically, this will happen if you have your program set to compatibility mode. To check if QuickBooks is in compatibility mode:

1. Close QuickBooks
2. Right click on the QuickBooks shortcut and choose properties
3. Click on the "Open File Location" (or “find target”) button, which will open the folder containing the version specific executable QBW32Premierxxx.exe or QBW32Pro.exe depending on your version of QuickBooks.
4. Right click on the version specific exe file and choose properties
5. Click on the compatibility tab and verify “run in compatibility mode is not checked”. If it is, uncheck it.
6. Click OK
7. Right Click on the QBw32.exe file which is in this folder and choose properties
8. Again, verify it's not set for compatibility mode, and then click OK
9. Open QuickBooks again and try to run reports.

6. Exporting reports to Excel.

Instead of exporting the data, print to a comma separated value file or tab delimited file.
- Click the print icon at the top of the report,
- click the radio button next to the pull down box that states "ASCII text file"
- click the down arrow on the pull down box and choose either comma separated value file or tab delimited file
- hit print, name the file and save it to your desktop

Open the file with Excel. If you have Excel open you will need to select open files of all types in the open file dialogue box to see the file on your desktop. Excel's wizards will recognize the delimiters within the file.

The advantage to this method of moving data into Excel is that you avoid all of the spacer columns and rows that Intuit builds into the QB reports. It makes it much easier to manipulate date.

7. Budget vs. Actual Report includes accounts with 0.00 amounts.
Taken from the Knowledge Base:

An account may have been budgeted for 0.00 and then made inactive. This will cause the amount to appear on reports but not on the budget user interface.

In addition, any activity in the account will cause it to appear on the report even though it is not on the budget.

8. How to show all items ordered with totals.
You can show this by modifying the Open Sales Order by Item report and exporting it to Excel to add the totals.

1. Click on the Reports menu
2. Highlight Sales
3. Select Open Sales Order by Item
4. Click on the Modify Report button
5. Select the Filters tab
6. Select the Transaction Type filter, and choose the option for “Multiple Transaction Types”
7. Check-mark Invoice, Sales Receipt and Sales Order
8. Click OK
9. Select the Posting Status Filter, and choose Either as the option
10. Click OK

This should give, for each item, the quantities on invoices, sales receipts, and sales orders for the period selected. You can get the total of these quantities if you export the report to Excel and modify it.

9. How do I change from accrual to a cash basis?
To change from accrual to cash basis:

1. Click on the Edit menu
2. Select Preferences
3. Choose Reports & Graphs on the left
4. Click on the Company Preferences tab at the top
5. Select either Accrual or Cash and click OK

reports - intuit

10. Balance sheet is out of balance.
Click here to access a help article that explains how to resolve this problem.

11. Using the Modify Report Button
While QuickBooks has many reports readily available with just a single click, there are times when the standard reports just don’t show you the information you want or maybe they show you too much information. That is why we have the magic Modify Report button. With this little button you can tailor the report to fit your need. After generating a report, click the Modify Report button and you'll see a window with several tabs. The two tabs that are most useful when customizing a report are the Display and Filters tabs. Under the Display tab you can add or remove columns that are displayed in your report by checking or unchecking them in the list. Under the Filters tab you can "filter" your results to show specific information like sales for a particular item or customer, purchases made from a particular vendor or vendors, and so on.

Let's say, for example, that you want to generate a report that shows sales for two items that were sold to one customer. Here's a short video that shows how to remove unwanted columns and filter the results to get what we want.

Modify Report Button

You'll see how I removed the columns for Memo and U/M because I didn't really need their information displayed on my report. I also modified the date range to show every sale of my chosen items ever made to that customer. The beauty of it is if you still don't like your report, you can click the Modify Report button again to make further changes. Use the same basic process to customize other reports as well.

As I tell most people, the best thing to do when wanting to learn how to better use your software is to experiment. Reports are easy to modify and when you're done experimenting you can close the report and choose not to save it....no harm done. If you really like a report you've customized you can always choose to memorize it from the Edit menu.

NOTE: Keep in mind that this video and the instructions pertain to QuickBooks Enterprise Edition. If you have Simple Start or the Pro version you may not have all of these features available to you.

Happy Reporting,
Danny aka RC-Manager

12. Customer with a 0 balance showing up on A/R report.
If a customer has an invoice for $100, and a credit memo for $100, they will have a zero balance. However, unless you apply that credit memo to the invoice, you will find that customer has an open balance, and will show up on reports they normally would not.

To resolve this, go into the receive payments screen and select your customer. Apply any available credits to any outstanding invoices. You should then no longer see that customer on the report.

13. Customers are not sorted alphabetically on reports.
You may need to resort your customer list. To do this:

1. Open your customer center
2. High-light any customer and right-click them
3. Choose resort list

That should put all of your reports back into alphabetical order.

14. Filtering a time report.
1. In the Report window, click Modify Report.
2. In the Modify Report window, click the Filters tab, and then select what you want to filter for from the list of filters.
3. Fill in the fields that appear.
4. (Optional) Select additional filters and fill in their fields. Additional filters narrow the scope of the report further.
5. Click OK.
6. (Optional) Click Memorize to save your filter selections. This lets you create similar reports without having to re-enter the settings each time.

15. Creating a report of expenses that will not be reimbursed.
To create a report showing expenses that will not be reimbursed, you must first associate them with a customer. To track these expenses, create a fictitious customer (named "Unbilled Expenses," for example) and apply all expenses that will not be reimbursed to that customer on checks and bills.

To create a report of these expenses:

1. From the QuickBooks Reports menu, choose Custom Summary Report.
2. Click Customize.
3. From the Columns drop-down list, select Total only.
4. From the Row Axis drop-down list, select Income statement.
5. Click the Filters button.
6. From the Account drop-down list, choose Expense and other expense accounts.
7. Enter the appropriate dates in the Date
8. From the Add filter drop-down list, choose Name, and then select the name of the fictitious customer that was set up for non-reimbursed expenses.
9. Click Apply, and then click OK.

16. Unbilled time activities do not appear on the Unbilled Costs by Job report.
The Unbilled Costs by Job report is designed to show costs from bills, checks, and credit card charges that have been assigned to jobs and marked as billable, but have not yet been transferred to an invoice, statement charge, or cash sales receipt for that job. Time activities do not show on this report.

To view a report with unbilled time:

1. From the QuickBooks Reports menu, choose Jobs, Time & Mileage, and then choose Time by Job Detail.
2. To view only unbilled information:
a. Click Modify Report at the top of the report window.
b. Click the Filters tab.
c. In the Filter list, select Billing Status.
d. To the right, select the Unbilled option.
e. Click OK to view the report.

17. Report showing unbilled cost, amount of hours, and type of hourly wage.
This describes how to create a report showing unbilled cost, hours amount, and type of hourly wage used. This report is not prebuilt in QuickBooks but can be created by modifying the Unbilled Costs by Job report.

To create this report, please do the following:

1. Go to the QuickBooks Reports menu, choose Jobs, Time & Mileage >Unbilled Costs by Job.
2. Click Modify Report.
3. On the Display tab, select Payroll Item and Qty.
4. Click OK.
5. Memorize report when prompted.

This report will show information on number of hours, cost, hourly wage, labor burden for a specific job by an employee, and all costs associated with a job.

Last update: Jul 12 2009, 6:31 PM EDT by CCRussell (content history | content tools) (help)

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