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About this lesson

We cover how to generate account specific reports and, in the case of balance sheet accounts, view registers.

Quick reference

Reporting on accounts

The reports option in the gray bar to the left is a great way to get reports that combine information from multiple accounts. This module is going to show you how to create reports for one account at a time.

When to use

This is useful if you want to view transactions related to just one account. 

Instructions

Run a Report:

  • Find a account that you'd like to learn more about, click on the drop down to the right of view register and select run report (or click run report if that's the blue hyperlink instead of view register).

Customize the Report:

  • Change the report period to include more than just 90 days
  • Change the group by

Save the Report:

  • Click on the green button in the upper right hand corner to save customizations

Export the Report:

  • Email
  • Print
  • Export to Excel or PDF

Hints & tips

  • This is helpful if you want to know about a particular account. More often you'll be looking at reports with multiple accounts, such as the profit and loss or balance sheet.
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  • 00:04 In this video I want to talk to you about how to generate reports for
  • 00:07 things that are on your chart of accounts.
  • 00:09 Let's first get to the chart of accounts.
  • 00:12 To do this, we're going to click on Accounting on the left hand side, and
  • 00:16 then over to Chart of Accounts.
  • 00:18 When I look at my chart of accounts list, I can see on the right hand side,
  • 00:23 my option in blue is View Register or Run Report.
  • 00:27 Secretly, if I click the arrow next to View Register, I can also Run a Report.
  • 00:33 The use case for running a report out of the chart of accounts,
  • 00:36 is that maybe you wanted to know what's happening within that account, but
  • 00:41 you don't need to see all the accounts.
  • 00:43 So for example, if I wanted to see multiple balance sheet accounts,
  • 00:46 I generate the balance sheet report.
  • 00:48 Or if I wanted to look at the income accounts, I might generate a profit and
  • 00:52 loss report.
  • 00:53 But maybe more specifically, I want to see what's
  • 00:56 happening within a given income account, so let's scroll down.
  • 01:00 Let's say we want to know what's happening within Track Rental Income.
  • 01:04 I'm going to click on the right hand side, the text that says Run Report.
  • 01:09 By default, it generates a report that goes back 90 days,
  • 01:13 I can click this and change the date range.
  • 01:16 I'm just going to scroll up and click All Dates, and then Run report.
  • 01:22 So what I can see is that I have sold track rental about $4,000 worth,
  • 01:26 I can see who I've sold it to, I can see any memos that I put,
  • 01:30 I can see that I made a sales receipt for some of these.
  • 01:34 I can see that I made a deposit for some, and invoice for in this case, just one.
  • 01:40 If I wanted to, I can group this report differently, currently it's grouped by
  • 01:44 account, which would be great if I had an account with sub-accounts, but I don't.
  • 01:49 So I can say could you Group By Customer, and then Run report.
  • 01:55 Now you can see Gleeful Gizmo comes in and
  • 01:57 buys this quite a bit like they're ever getting track record all the time.
  • 02:02 Cheesy Chester got track or once and I'm glad I'm thrilled for that,
  • 02:06 the purpose behind grouping by customer is that you can identify this
  • 02:11 thing that I have sold who am I selling it to.
  • 02:14 So it might be useful or interesting to you.
  • 02:18 Let me go back to the report list and we'll find an expense account.
  • 02:22 Let me go Accounting,
  • 02:24 and what I really want to do is look up something in the office supplies.
  • 02:29 I could scroll down, but I'm not going to I'm just going to take a shortcut and
  • 02:33 type in office, here's office supplies, I'm going to click on Run report.
  • 02:38 I may change my date range to All, you don't need to change
  • 02:42 the date range to All I'm just doing that for the purpose of this video.
  • 02:46 Let me say I want to group these up by name and then Run report.
  • 02:51 And I want to see stuff, and I want to see my running balance,
  • 02:55 I can either click the hamburger on the left, or
  • 02:59 I can click this little gear to the right, and turn off some columns.
  • 03:04 So maybe I turn off the number column because I use my debit card for
  • 03:07 almost everything.
  • 03:08 And maybe I turn off the memo column because I don't really need the memo.
  • 03:12 And I can just see okay, here's what I've got.
  • 03:16 I know total if I scroll down far enough,
  • 03:19 I've spent $2,000 in the category of office supplies.
  • 03:23 But looking up in the detail I can see of that 2,000 here's the acuity money,
  • 03:28 here's the amazing armchairs money, here's the plucky paper money, you get the idea.
  • 03:34 I can also see here some not specified,
  • 03:37 that means that I have these expenses that I did not put a vendor name in.
  • 03:41 So QuickBooks can't organize it by vendor name to let me know who got the money.
  • 03:47 This is sometimes helpful just so you can see okay yeah, I am a really good customer
  • 03:52 of amazing armchairs or, in the case of acuity, yep this happens every month.
  • 03:57 Okay that's good, there's just various things you can do with this that might
  • 04:01 be useful to you as a business owner or a business manager.
  • 04:05 If at any point you wanted to export this to Excel just like you would for
  • 04:09 the others, you can click on this little arrow and click Export to Excel.
  • 04:14 So to get back to the chart of accounts we'll click on the hamburger,
  • 04:18 left hand side Accounting and then Chart of Accounts.
  • 04:21 Let me show you a couple other things.
  • 04:24 When I look at the register for the checking account, I can click on View
  • 04:28 register, it shows me my ending balance is $9,000, I have all this information.
  • 04:33 It's sorted right now oldest on top, newest on bottom.
  • 04:37 If I start this way, I've got newest on top, oldest on bottom,
  • 04:42 Click Back to Chart of Accounts, and click the arrow and choose Run report.
  • 04:47 Here I've got back to 90 days, so we'll say All Dates Run report, oldest on top.
  • 04:55 I can click Sort and I can say, sort in Descending order,
  • 04:59 put the newest stuff on top.
  • 05:01 So it kind of gives you just a couple different ways to look at the same
  • 05:05 information.
  • 05:06 It's not there one is right and one is wrong, it's that everyone has their own
  • 05:10 preference on how they want to look at stuff.
  • 05:12 And I really want to give you a chance to kind of see these are things you can do
  • 05:15 with these reports you can generate, here's how you can customize the report.
  • 05:19 You've got this little gear here, you've got this gear up here,
  • 05:23 all kinds of good stuff.

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