QuickBooks provides many reports right on the reports menu. While these reports are adequate for most occasions, it is common to need something more.
In our last post we looked at some basic customization that QuickBooks provides. Today, we’ll go a step further and examine what commands are available if we select the Customize Report option.
In the above graphic, we have started with a Custom Transaction Detail Report. Reports->Custom Reports->Transaction Detail.
As with all QuickBooks reports, the Customize Report button is located in the upper left portion of the report window.
The Modify Report window has four tabs. We will take a moment and look at the Display tab.
There is a date section. This works the same as the dates that show on the report window itself. These capabilities we discussed in the last post.
The report can be run on a cash basis or accrual basis. Most often, the default will be accrual. This is a preference that can be changed. Usually though, you will find your reports opening on an accrual basis.
Cash basis vs. accrual basis is too big a topic for this blog post. In simple terms, QuickBooks tries to reverse all open entries in accounts receivable and accounts payable on cash basis reports.
The software is trying to show on the report the transactions that have been actually paid (accounts payable), or paid for (accounts receivable) with cash basis. Accrual basis reports show all transactions regardless of whether or not they have been paid.
In the lower center part of the window are the same Total by and Sort by fields that appear on the report window and that we looked at last week.
In the lower left is a list of all possible columns that can be included on this report. The ones that actually appear on the report which we are viewing have a checkmark beside them. Changing the marled selections here will change the columns shown on the report.
Clicking the Advanced button pops up additional options.
By looking at the left hand section, we know that all accounts that had activity in the report date range are included. The other option would include all accounts, regardless of usage.
The right hand panel determines how QuickBooks will handle accounts receivable (AR) and accounts payable (AP) activity.
If we ask for only paid transactions, QuickBooks will select those that are currently unpaid. The other selection is for QuickBooks to include only those that were unpaid as of the date of the report.
This setting can make a significant difference in your report if you are examining paid vs. unpaid transactions.
Hector Garcia, CPA
Certified Advanced QuickBooks ProAdvisor
12401 Orange Drive #136
Davie, FL 33330