How To Create and Customize QuickBooks Reports

Expert users of accounting software, such as QuickBooks Desktop or QuickBooks Online, are already aware that creating a completely customized report within the Intuit program is not feasible. Nonetheless, there are numerous ways to customize a QuickBooks 2024  bookkeeping or accounting report using pre-existing report templates. The good news is that producing a customized report will be simple if you know how to make reports in QuickBooks Reports.

Even if you can’t start from scratch when creating a report, you can use these templates to produce a unique report that meets your needs. For instance, you can use a custom data filter to replace the default data if you want to view data from the previous year. This will generate a report based on activity from the previous year instead of the usual report, which only covers one month. Aside from altering the data filters, you can also add more data, modify the format (from portrait to landscape), add custom headers or footers, add or remove columns and rows, and even include notes on each report you publish.

You can go as near as you can to create a QuickBooks 2024  custom report that isn’t created from scratch thanks to this array of alternatives. Furthermore, save any customized report in QuickBooks Desktop for later use or make it a favorite for quick access.

QuickBooks Version

Every version of QuickBooks, including QuickBooks Pro, QuickBooks Premier, QuickBooks Enterprise, QuickBooks Proadvisor, and both QuickBooks Online Accountant and QuickBooks Proadvisor, includes options for customizing reports.

Spending some time getting acquainted with QuickBooks Desktop’s custom reporting features will be beneficial before you begin generating custom reports. It is also crucial to understand that report sets, which are collections of general instructions unique to each report that is offered, are how QuickBooks 2024 is intended to display all of its reports. 

Furthermore, bear in mind that every QuickBooks Desktop 2024 report set utilizes either Source, which offers a summary of each transaction, or Targets, which offers a detailed breakdown of each transaction, in every default report that comes with the program. This gives you a foundation to work with when you start creating custom reports.

After becoming acquainted with the reporting framework, you may start looking into how to make more bespoke reports. Prior to running any reports for any of your companies, you must first enter QuickBooks Desktop’s Report Preferences tab, where you can define Company and personal preferences. Setting up all of your choices before creating a custom report is crucial since QuickBooks Desktop reports are created using report templates.

We’ll walk you through the process of producing a custom profit and loss report in QuickBooks Desktop if you need help with how to do it.

It is also crucial to understand that report sets, which are collections of general instructions unique to each report that is offered, are how QuickBooks is intended to display all of its reports.

Gain and Loss

Numerous choices for profit and loss reporting are available in QuickBooks Desktop, such as a custom summary report, a transaction detail report, a YTD report, and a comparative report. For this example, let’s pretend that you have been worried about your Company’s profit margins. You decide to compile a thorough profit and loss report covering the previous two weeks in order to monitor business performance. However, the following procedures can be used to build a more personalized profit and loss report:

Select the profit and loss report that you want to alter. In our example, we’re producing a comprehensive profit and loss report, but QuickBooks Desktop gives you a number of other alternatives as well. To learn more about each available report, click the info button in the report window that appears just below the report image if you need help deciding which one to choose.

The profit and loss report is available on the Company & Financial reporting page.

At the top of the report, select the Customize Report tab. You will always need to click on this tab at the top of any report that you desire to alter in the future. You’ll be sent straight to the different customization options when you do this.

Select the Customize Report button located at the top of the screen to personalize your profit and loss detail report.

The Modify Report option can be accessed by clicking on the Customize Report tab. The following are only a few of the choices that this feature provides.

Display 

You can select the date range that you want the report to cover using the Display option. Although the current fiscal year will always be the default for the report, you can customize the date range if you don’t find the one you’re searching for by clicking on the drop-down arrow, which will display a lengthy list of alternatives. You can select the data sort choice, your report basis, and the number of columns you want to include in your report using the Display option.

Every report created with QuickBooks Desktop has the option to modify it.

For instance, you can restrict the dates on which your activity report is based to the last two weeks by selecting the Custom option in the Dates column.

Filters

You can truly personalize your report with the Filters option. Which filters you choose will depend on how you want to tailor the report. You can also select which account or accounts to include in your report using the Filters option. You can select individual accounts from your chart of accounts that you want to include in your report, or you can drill down further and choose from blocks of accounts like all income/expense accounts. As your filter preferences change, the filter list—which is shown on the right side of the screen—updates.

You can select which filters to include in your report using the Filters tool.

Selecting the accounts you want to include will be the next step. We’ve selected all income/expense accounts for this example. However, we had the option to select those particular accounts if we changed our minds and wanted to view only banking information.

Header/Footer

 This command is quite simple to use. With this option, you can select to include your company name, the report date, a report title if you want one, and even a subtitle for your new report. You can add extra footer lines if you’d like, or include footer details like a page number by selecting the footer option. The report graphic on the page will change to reflect your selections once you make them.

You can use the Header/Footer functionality to get a range of decorative settings.

Fonts & Numbers

Using QuickBooks Desktop’s Fonts & Numbers tool can help your reports stand out. You can use this option to alter the font across the entire report or only in certain sections. You may decide to use a different font for your report data and a different font for your column or row labels, for instance. It’s also up to you how you want the numbers to look.

Any report can be readily customized by using the Fonts & Numbers option.

For instance, as we mentioned before, the customized profit & loss report that is shown below includes data for the first two weeks of January. The unique fonts we selected for this report are also reflected in the report.

A personal profit and loss statement.

Select the Memorize Report option at the top of the screen and enter the report name if you want to save the customized report for later use. If you’d like, you can also add any report that you’ve memorized to a particular report group.

Additionally, you can add a remark or a comment to any report using QuickBooks Desktop Support. For instance, you can quickly send your own profit and loss report to your employees via email and include a note at the bottom of the document.

The possibilities for report customization are virtually limitless, even if it is accomplished through the use of a standard report template. These are a few samples of personalized reports you can make for your Company.

States’ Sales

• Sales by State is a need if you offer goods in multiple states. With the help of this report, you may monitor sales performance across several locations, giving you constant visibility into the State’s condition of affairs.
• Use these instructions to run this report.
• Choose the Sales report by customer detail after selecting the Sales category.
• At the top of the screen, select the Customize Report tab.
• Choose Name State from the Columns list located under the Display tab.
• From the Total By drop-down menu, choose the Total Only option.
• Select the Name State option under Sort By.
• If you would like to make any changes, click Cancel or OK.

Comparing Profit and Loss Over Several Years

One of the most crucial reports a company may generate is an income statement or profit and loss statement. However, it might be even more helpful when used to compare the performance of the organization year over year. The good news is that by following these easy steps, you can quickly and easily produce a profit and loss statement for numerous years in QuickBooks Desktop.

• Choose the category for Company and financial reports.
• Choose Standard Profit & Loss.
• At the top of the screen, select the Customize tab.
• Choose which years to include in the report from the Display tab.
• From the section of the Display Column, choose the year.
• Select “OK.”

View Purchase Order Report with Vendor Total

Vendor totals are not available in the Open Purchase Order report that comes with QuickBooks Desktop by default. Nevertheless, by modifying the Transactions Detail report in QuickBooks Desktop, it is possible to get these totals. Keep in mind that you can generate bespoke reports straight from a software program like Planergy, which might offer your vendor and accounts payable reports a higher level of detail.

• These are the steps to create the Open Purchase Order by Vendor report
• Select Transaction Detail after choosing Custom Reports.
• At the top of the screen, select the Customize tab.

Select the following options from the Filters tab:

• Order Purchase Account
• Status of Posting: Eith
• Received: None
• Use the drop-down menu to select Total.
• Choose a vendor.
• Select “OK.”

You will receive this report with the total number of open purchase orders broken down by vendor.

Orders for Purchase and Sales Broken Down by Item

You are able to generate a bespoke report that will tell you the specific items that are included in your most recent sales and purchase orders. To begin, take these actions.

After choosing Custom Report, select Transaction Detail.

Select the following custom fields from the Display menu:

• Quantity
• Harmony
• When
• Call Name
• Number
• Items
• Quantity
• Sort
• To view the item detail, select the Total by option.

Choose the following filters from the Filters menu:

• Detail: Every detail but the synopsis
• Item: Every item sold
• Status of Posting: Not Posting
• There are two different types of transactions: purchase orders and sales orders.
• Click OK to launch the report when you’re ready.

Magnificent Approximations

• The Total of all outstanding estimates is a valuable report to run if you frequently issue estimates to your clients. Use these procedures to modify this report to your specifications.
• Tasks, Time & Mileage can be selected from the Reports menu.
• Choose Estimates by Job next.
• On the page, select the Customize Report option by clicking on it.
• Insert the Open Balance under Display.
• Any unnecessary columns should be unchecked.
• Choose the report’s date range.
• To process the report, click OK.

You may quickly generate custom reports for your business and save your modifications for later access after you are comfortable with the report customization procedure. Apart from generating personalized reports using QuickBooks Desktop, you have the option to export any report to Microsoft Excel for additional customization if needed.