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Reports: Customize the data

After you create a report(Reports > Report Center), you can use filters, date ranges, and other features to customize the data on the report so you see what most important to you.

When you create a report, it may show more information than you need. For example, a sales by customer report initially shows your sales to all customers for the current month. This would be too much information if all you wanted was to see this month's sales to one of your customers. You can apply filters either one at a time or in combination with each other. Each additional filter you apply further restricts the content of the report.

Add a filter
  1. In the Report window, click Filters at the top of the report.
  2. On the filters window, select the checkbox next to the filter you want to use.
  3. Set the options for the filter, if needed.
  4. Click Apply.

To clear the filters, click Clear All.

Types of filters

QuickBooks provides lots of filters for your reports (see below). Also, any custom fields you have can be used as a filter.

  • Account. Limit the report to certain accounts. For example, choose All Bank Accounts from the list to limit the report to the accounts from which you write checks. Choose Selected Accounts to limit the report to specific accounts.
  • Aging. Include only those invoices and bills that are past due by a specific number of days. Click < to specify invoices and bills that are past due beyond a specific number of days. Click > to specify invoices and bills that are past due up to a specific number of days.
  • Amount. Restrict transactions based on a particular amount. Click the =, <, or > button and type an amount in the field. For example, to see a report that shows customers who have purchased more than $500.00 worth of items from you, click the > button and type 500 in the field.
  • Class. Restrict transactions to particular classes, choose the classes you want to include from the list. You can choose Selected classes to select multiple classes for inclusion.
  • Cleared. Choose transactions for the report based on whether you have marked them as cleared or not.
  • Customer Type. Limit the report to transactions related to one of your customer types.
  • Date. Restrict the transactions to those with a date that falls within your specified date range. Choose an item from the list or type a beginning date and an ending date. Pre-set dates
  • Due Date. Include only those invoices and bills due within a specified date range.
  • Detail Level. Limit the report to selected detail lines in a transaction (for example, the line items on an invoice or the expense account detail on a check). When you create a transaction report, you can use this filter to show or suppress the detail lines for each transaction.
  • Entered/Modified. Limit the report to transactions entered or edited within a specified date range. This option works with the audit trail report.
  • FOB, Item, Payment Method, Rep, Ship Via, Terms. Limit transactions to fields that appear in sales or purchase transactions. For example, choose “All sales items” from the Items list and “FedEx” from the Ship Via list, to include only those sales transactions that show items you shipped by FedEx. Choose Selected ... from one of the lists to choose list items individually.
  • Job Type. Limit the report to transactions related to one of the job types on your Job Type list. For example, a general contractor who has “Bathrooms,” “Family Rooms,” and “Kitchens” as job types could choose Kitchens to limit the report to costs and revenues for kitchen remodels. Using job type as a filter helps you determine how profitable a specific kind of job is to your business.
  • Memo. Restrict transactions based on their Memo fields. QuickBooks finds a match if the transaction's Memo field includes the specified sequence of characters. For example, if you enter “pay” in the Memo field, QuickBooks matches Memo fields with “Pay by June 21” or “Please pay immediately.”
  • Name. Limit the report to transactions related to certain names from your Customer:Job, Vendor, Employee, or Other Names lists. For example, choose All Vendors from the list to limit the report to transactions related to vendors. Choose Selected Names to limit the report to specific names.
  • Number. Choose transactions based on invoice or check number. To include all transactions within a range of numbers, enter both a beginning number and ending number. To exclude all transactions EXCEPT for one, enter the number of that one transaction in the first field, and leave the second field blank.
  • Paid Status. Include only those invoices and bills that have a specific paid status (Closed, Open, or Either).
  • Payroll Item. Limit the report to specific payroll items (like Vacation Salary, Health Insurance, and Federal Withholding).
  • Posting Status. Posting status of transactions to a register. Most transactions post to a register; for example, when you create an invoice, QuickBooks records the amount in your accounts receivable register. A few types of transactions—estimates, pending sales, and purchase orders—are non-posting in that they never appear in a register.
  • Received. Include open purchase orders, closed purchase orders, or both.
  • Ship Date. Include only those invoices and cash sales receipts that have a specific shipping date.
  • Source Account. Limit the report to transactions that originated from a particular balance sheet account — or a group of balance sheet accounts. For example, a profit and loss report normally represents all your company's balance sheet accounts. To show only the checking transactions that contributed to your company's profit, use the Source Account field to select the checking accounts.

    Important: the Source list also shows all of your income and expense accounts. Ignore these accounts when you select the balance sheet accounts. If you also want to restrict the report to specific income and expense accounts, use the Account list to select those accounts.

  • To Be Printed. Restrict transactions based on whether they have been printed or not.
  • Transaction Type. Choose the type of transactions (checks, payments, and so on) you want included in this report.
  • Vendor Type. Limit your report to transactions related to one of your vendor types.

 

Grouping and subtotalling data
  • Choose column headings for subtotals. Some reports let you subtotal amounts in columns for time periods or other factors. For example, you can show weekly subtotals on the Profit and Loss Detail report.
    1. Create the report.
    2. On the report buttonbar, click Options.
    3. Choose an item from the Columns list. Make sure the dates and other options on the Options window are correct.
    4. Click OK. The column appears on the left side of the P&L Detail report.
  • Choose row headings for groups. If none of the preset reports have the row headings you want, create a custom report.
    1. Choose Reports > Custom Summary Report.
    2. On the report buttonbar, click Options.
    3. Choose an item from the Row Axis list.
    4. Click OK. The Custom Summary Report changes to show your choice by row.
  • Change the subtotaling of transactions. You can group and subtotal the data on a transaction detail report.
    1. Create the transaction detail report.
    2. On the report buttonbar, choose an item from the Total by list.
  • Change the sort order of transactions. Transactions usually appear in date order (earliest first) within a specified group on a report. You can sort the transactions by amount (largest first) or document number (smallest first).
    1. Create the transaction detail report.
    2. On the report buttonbar, choose “Totals only” from the Total by list.
    3. To sort the transactions by amount (biggest first), click the word Amount at the top of the Amount column (second from the right or close to it).
    4. To sort the transactions by document number (smallest first), click the word Num at the top of the Number column (second or third from the left, probably).
Viewing more of a report on your screen

To view more of a report that's too long or wide to fit on the screen, click the vertical and horizontal scroll bars at the right and bottom of the report window.

You can also see more of a report by clicking these buttons on the button bar:

  • Hide Header. Hide everything in the report header (company name, report title, date range, today's date, etc.). This button does not affect the printed report.
  • Show Header. Display the report header you previously hid.
  • Collapse. Hide subaccounts, jobs, and subclasses by summarizing their amounts under the main heading. This button affects both the onscreen and printed report.
  • Expand. Display the subaccounts you previously hid.