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How to Create Custom Reports in QuickBooks Desktop?

Custom Reports in QuickBooks

QuickBooks provides users with a plethora of pre-configured reports for convenience, coupled with the flexibility to create personalized reports that can be easily shared. This customization feature is also available in QuickBooks Desktop for Mac, allowing users to tailor reports to their specific data and style preferences. If you’re keen on learning how to customize reports in QuickBooks Desktop for Mac, follow this step-by-step guide. In this article, you will find the limitations and the process of Custom Reports in QuickBooks Desktop. 

Exploring the Constraints of QuickBooks Dashboards and Custom Reports

While QuickBooks excels in areas like Custom Invoices, Accounting, and Cloud Accounting, the creation of QuickBooks Dashboards and Custom Reports may pose certain limitations. Below are potential issues users may encounter:

1. Column Addition Challenge:

In some instances, the desire to add columns from other reports may arise. Currently, there is no direct option for this, necessitating the export of specific reports to Excel for manual customization.

2. Building Custom Reports from Scratch:

The absence of the capability to build a QuickBooks Custom Report from scratch is notable. Only standard reports are available, which can be personalized to a certain extent within QuickBooks.

3. Limitations in Dashboard Capitalization:

QuickBooks Dashboards exhibit restricted capabilities concerning capitalization.

The QuickBooks custom report builder provides tools for organizing reports, allowing customization of formats with stylish headers, fonts, footers, and essential filters to organize items. For an in-depth understanding of creating custom reports in QuickBooks Desktop and generating new reports, refer to the details in this article.

Should any challenges arise in comprehending the provided steps, feel free to reach out to the professional team at Dancing Numbers. They are equipped to address all complications related to QuickBooks.

Unlocking Advanced Report Customization in QuickBooks Desktop

Discover the advanced steps to efficiently run and customize reports in QuickBooks Desktop.

1. Report Creation: Start by creating a report to kick off the customization process.

2. Customize Option: Select the “Customize” option within the report window to access advanced customization features.

3. Tab Selection: Navigate to the desired tab within the customize window that requires updates, and your customization is complete.

While the steps outlined above offer a fundamental overview, for a more detailed and comprehensive procedure, continue reading below.

Tailoring Report Preferences: A Step-by-Step Guide:

Unlocking the customization of report options involves navigating through specific fields and options, contingent upon the type of report being customized. Follow these steps to ensure these options appear each time the report is opened:

1. Access QuickBooks Preferences: Start by launching the QuickBooks software and selecting the “Preferences” option.

2. Navigate to the Reports Section: Within the preferences menu, navigate to the “Reports” section.

3. Activate Automatic Customization: Choose the option to “Display Customize Report Window Automatically” to ensure your preferred options are readily available each time the report is accessed.

Navigating Report Options:

Understanding the steps to customize report options is crucial, but knowing the available report options is equally vital. Here’s an overview:

1. Advanced Layout Options: Control advanced layout options, especially if the report is based on the fiscal or calendar year.

2. Columns (List): The default setting is total only. Opt for monthly breakdowns by selecting the month from the list.

3. Columns (Checklist): Choose columns to include; headings with checkmarks will be included, and unselect by choosing again.

4. Customer: Job: Select a name from the customer: job list.

5. Days Past Due: Limit a collections report to show invoices past due by a specified number of days.

6. Days per Aging Period & Age Through How Many Days: Restrict transactions based on aging status and define aging intervals.

7. Delay Receipts How Many Days: Adjust cash flow forecast by accounting for delays in funds availability.

8. Filters: Restrict the report to transactions meeting specific criteria.

9. Formats: Determine how the report breaks down the amount of time worked.

10. Include: Affects subtotal heading in transaction detail reports.

11. Open Balance/Aging: Choose between Current (as of today) or As of report date.

12. Other Columns: Select columns to be included in the report.

13. Report Basis: Choose between accrual or cash basis for income and expenses.

14. Report Dates: Select a date range or manually enter beginning and ending dates.

15. Reporting Periods: Opt for a time interval from the list.

16. Row Axis: Customize the row heading for the report.

17. Show Actuals, Difference, and % of Budget: Decide whether the report should include actual amounts, budgeted amounts, or both.

18. Sort By: Alter the default sorting order of transactions.

19. Total By Change how QuickBooks groups and subtotals individual transactions on the report.

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Refining Report Data: Mastering the Art of Filters

When generating a report, extraneous data may clutter your insights. Utilize filters to tailor the report, focusing on essential information while eliminating the irrelevant.

Adding a Report Filter: A Simple Guide

Implementing a report filter is straightforward; just follow these steps:

1. Access Customization: Initiate the process by selecting the “Customize” option from the report window.

2. Navigate to Filters: Proceed to the “Filters” tab within the customization menu.

3. Select Desired Filters: Choose the checkbox next to the filter you intend to apply.

4. Locate Specific Filters: Scroll or use the search field to pinpoint the exact filters you require.

5. Clearing Filters: To remove all filters, opt for the “Clear All” option.

Streamline your report data effortlessly by mastering the use of filters in just a few simple steps.

Types of Report Filters

AccountCustomer JobItemPosting Status
AgingDays per Aging Period?Job TypeReceived
AmountDetail LevelMemoShip Date
ClassDue DateNameSource Account
Billing StatusDurationNumberTo Be Printed
ClearedEntered/ModifiedPaid StatusTransaction Type
Customer TypeFOB, Item, Payment Method, TermsPayroll ItemVendor Type

1. Subtotaling Columns:

  • Create your report.
  • Access customization.
  • Navigate to the filters tab.
  • Select an item from the columns list or use “show all” if needed.
  • The chosen column will automatically appear in the P&L Detail report.

2. Grouping Rows:

  • Choose reports and opt for a custom summary report.
  • Access customization.
  • Navigate to the filters tab.
  • Select an item from the row axis list to modify row headings.

3. Subtotaling Transactions:

  • Initiate the transaction detail report.
  • Click on customize.
  • Access the filters tab.
  • Select an item from the total by list to alter subtotaling.

4. Sorting Transaction Order:

  • Generate the transaction detail report.
  • Choose to customize.
  • On the options tab, select “totals only.”
  • Opt for sorting transactions by amount (choose “amount“) or document number (choose “num“).

Customizing Reports in QuickBooks Desktop: A Step-by-Step Guide

1. Formatting a Report:

  • Create a report in QuickBooks.
  • Choose the customize and format options.

2. Selecting Fonts and Colors:

  • Use the format tab’s font & color dropdown.
  • Choose the report area to customize.
  • Select the font and color, then save.

3. Number Handling:

  • Opt for number formats and choose options like dividing numbers by 1000.
  • Customize the appearance of negative numbers.

4. Customizing Header:

  • Company: Display the company name.
  • Title: Specify the report title.
  • Subtitle: Add a report subtitle.
  • Date: Include the report creation date.
  • Show time prepared: Indicate the time of report generation.
  • Show report basis: Select accrual or cash basis.
  • The print header on: Choose pages for the header.

5. Customizing Footer:

  • Page Footer #: Add page numbers.
  • Extra footer line: Include an extra line in the footer.
  • Print footer on: Specify pages for the footer.

6. Setting Alignment:

  • Use the alignment dropdown to set report alignment (left, right, center).

7. Format Template Usage:

  • Select the format setup dropdown.
  • Click on the report theme.
  • Customize the theme and save.

8. Customizing the Report Sidebar:

  • Open or close the sidebar through the customize option.
  • Access report settings to customize easily.

9. Memorizing Customized Reports:

  • Memorize a report to save changes.
  • Open memorized reports under the reports menu.
  • Replace or create new reports with different names.
  • Memorized reports apply only saved customizations without changing current data.

Customizing the Report Sidebar and Memorizing Reports in QuickBooks Desktop

1. Customizing the Report Sidebar:

The report sidebar streamlines access to customization options in a single window, allowing instant alterations and previews. To open or close the panel, choose the “customize” option and access report settings. QuickBooks retains settings for each report type created.

2. Memorizing Customized Reports:

1. Customize a report and select “memorize” to save changes.

2. To open a memorized report, navigate to “reports” and choose “memorized reports.”

3. Replace the existing report or create a new one with a different name if changes are made.

Note: Opening a memorized report applies only the saved customization settings, leaving current data unchanged.

Conclusion – Custom Reports in QuickBooks Desktop

We trust that we’ve effectively delivered comprehensive information on customizing reports in QuickBooks Desktop. If you still find yourself uncertain or perceive the procedure as too technical, don’t hesitate to reach out to our team. We are committed to guiding you through the process and providing assistance throughout your journey in customizing reports in QuickBooks. Feel free to contact us at Toll-Free: +1-855-875-1223, and let our professionals take care of the rest.

Frequently Asked Questions (FAQs)

Can I save a customized report in QuickBooks Desktop?

Absolutely! Saving a customized report in QuickBooks Desktop is simple. Once you’ve customized the report, select the Memorize option to save it. Access the saved report later from the Memorized Reports list in the Reports menu.

Can I export a customized report to Excel?

Yes, you can export a customized report to Excel. Click on the Excel button within the report window. Customize the Excel template by navigating to the Reports menu, selecting Excel, and then clicking on Customize Excel for further adjustments.

How do I remove a customized report in QuickBooks Desktop?

Removing a customized report involves the following steps:

1. Go to the Reports menu.
2. Click on Memorized Reports.
3. Choose the option to remove the report.
4. Hit the Delete button to remove the report.

Can I share a customized report with other users in QuickBooks Desktop?

Absolutely! You can share a customized report with other users in QuickBooks Desktop. Export the report to Excel or PDF and then share it. Alternatively, save the report as a template and distribute it to other users.

About The Author

Editorial Team

Editorial Team

At QAsolved, we are a team of skilled professionals dedicated to delivering unparalleled accounting and bookkeeping services. With backgrounds in finance and technology, our collaborative efforts focus on providing practical solutions and guidance. Our services are tailored for a range of businesses, covering advisory, CFO services, bookkeeping, and financial systems consulting. QAsolved is an award-winning consulting firm and Intuit’s #1 QuickBooks Reseller Partner. We offer comprehensive QuickBooks services, including consulting, integration, migration, maintenance, data conversion, training, and support, among other services. Over the years, we have assisted over 30K customers across various industries with their Intuit products.

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