Reports and
Graphs
Chapter 5
Objectives
• Describe several types of QuickBooks
reports
• Set QuickBooks preferences for cash or
accrual basis reports
• Create several different accounting reports
• Create several different business
management reports
• Create graphs
• Customize the look of reports and filter the
data on reports
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CHAPTER 5: Reports and Graphs
SLIDE # 2
Objectives (contd.)
• Memorize and group reports
• Process and print multiple reports in
batches
• Print reports
• Use the Find command to find
transactions
• Use QuickZoom to see the “numbers
behind the numbers” on reports
• Export reports to spreadsheets for further
analysis
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CHAPTER 5: Reports and Graphs
SLIDE # 3
Types of Reports
• There are two major types of reports in
QuickBooks:
– Accounting Reports
– Business Management Reports
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CHAPTER 5: Reports and Graphs
SLIDE # 4
Accounting Reports
• These reports contain information about
transactions and accounts
• Example: The Profit & Loss report is a
summary report of all transactions coded
to income and expense accounts for a
specified period of time
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CHAPTER 5: Reports and Graphs
SLIDE # 5
Business Management Reports
• These reports are used to monitor different
activities of a business to help plan workflow and
review transactions that have already occurred
• These reports provide critical information that
you need to operate your business
• Example: the Customer Contact List report
shows addresses, phone numbers, fax numbers,
and other information about Customers
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CHAPTER 5: Reports and Graphs
SLIDE # 6
Cash versus Accrual Reports
• You can set the default for all QuickBooks
summary reports to the cash or accrual
basis:
– Select Cash or Accrual in the Summary
Reports Basis section of the Reports &
Graphs Preferences window
• Irrespective of the default setting in your
preferences, you can always switch
between cash and accrual reports by
modifying reports
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CHAPTER 5: Reports and Graphs
SLIDE # 7
Accounting Reports
•
•
•
•
•
•
•
•
Profit & Loss
Profit & Loss by Class Report
Profit & Loss by Job Report
Balance Sheet
Statement of Cash Flows
General Ledger
Trial Balance
Voided/Deleted Transactions Report
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CHAPTER 5: Reports and Graphs
SLIDE # 8
Profit and Loss Report
• Select the Reports menu, select
Company & Financial, and then select
Profit & Loss Standard
• Set the Dates fields From and To and
Press TAB
• It summarizes the totals of all your Income
and expense accounts showing the net
income (or loss) for the period you
specified in the Dates fields
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SLIDE # 9
Click Collapse if you
want to eliminate
subaccounts from
the report.
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CHAPTER 5: Reports and Graphs
SLIDE # 10
Analyzing the Profit & Loss
Report
• The first section of the report shows the total of
each of your income accounts
• The next section of the report shows your Cost
of Goods Sold accounts which is the costs of the
products you sell in your business
• At the bottom of the report, QuickBooks
calculates your Net Income – the amount of your
revenue less your Cost of Goods Sold and your
operating expenses
• To find the details behind any of these numbers,
you can use QuickZoom
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SLIDE # 11
Profit and Loss by Class
• Select the Reports menu, select
Company & Financial, and then select
Profit & Loss by Class
• Enter date in the From and the To field,
then press TAB
• Totals for each Class are displayed in a
separate column
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SLIDE # 12
Profit and Loss By Job
• Divides your Profit & Loss report into
Customers or Jobs, also called the Job Cost
report
• Allows you to see your profitability for each
customer or job and spot pricing problems, as
well as costs that are out of the ordinary
• Select the Reports menu, select Company &
Financial, and then select Profit & Loss by
Job
• Enter date in the From and the To field, then
press TAB
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CHAPTER 5: Reports and Graphs
SLIDE # 13
Balance Sheet
• The Balance Sheet shows your financial
position, as defined by the balances in each of
your asset, liabilities, and equity accounts on a
given date
• Select the Reports menu, select Company &
Financial, and then select Balance Sheet
Standard
• Enter date in the As of field and press TAB
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SLIDE # 14
Statement of Cash Flows
• The Statement of Cash Flows shows the detail
of how you spent the cash shown on the
company’s Balance Sheet
• In addition, it provides information about
investing and financing activities, such as
purchasing equipment or borrowing
• Select the Reports menu, select Company &
Financial, and then select Statement of Cash
Flows
• Enter date in the From and the To field, then
press TAB
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General Ledger
• The General Ledger shows you all of the
activity in all of your accounts for a specific
period
• Select the Reports menu, select
Accountant & Taxes, and then select
General Ledger
• Enter date in the From and the To field,
then press TAB
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Trial Balance
• The Trial Balance report shows the balance of
each of the accounts as of a certain date
• The report shows these balances in a Debit and
Credit format
• Select the Reports menu, select Accountant &
Taxes, and then select Trial Balance
• Enter date in the From and the To field and
press TAB
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SLIDE # 17
Voided/Deleted Transactions
Report
• It shows a list of voided or deleted transactions
along with information about when the
transactions were voided or deleted
• The standard version of this report presents the
transaction in a summary format
• Select the Reports menu, then select
Accountant & Taxes, and then select
Voided/Deleted Transactions
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CHAPTER 5: Reports and Graphs
SLIDE # 18
Business Management
Reports
• List Reports:
– Customer Phone List
– Vendor Contact List
– Item Price List
• Banking Reports:
– Check Detail Report
• Accounts Receivable and Accounts Payable Reports:
–
–
–
–
Collections Report
Customer Balance Detail Report
Vendor Balance Detail Report
Sales Tax Liability Report
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SLIDE # 19
List Reports
• Select the Reports menu, then select
List, and then select:
– Customer Phone List
– Vendor Contact List
– Item Price List
• These reports show the corresponding
listing
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CHAPTER 5: Reports and Graphs
SLIDE # 20
Check Detail Report
• The Check Detail report is quite valuable
if you use Accounts Payable or Payroll
• This report shows the detailed expense
account information about transactions
associated with a Bill Payment
• Select the Reports menu, select Banking,
and then select Check Detail
• Enter date in the From and the To field,
then press TAB
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SLIDE # 21
Collections Report
• Select the Reports menu, select
Customers & Receivables, and then
select Collections Report
• The Collections Report shows each
customer’s outstanding Invoices along
with the customer’s telephone number
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Customer Balance Detail Report
• This report shows all transactions that use
the Accounts Receivable account,
including Invoices, Payments, Discounts,
and Finance Charges
• Select the Reports menu, select
Customers & Receivables, and then
select Customer Balance Detail
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Vendor Balance Detail Report
• The Vendor Balance Detail report shows
transactions that use Accounts Payable,
including Bills, Bill Credits, Bill Payments,
and Discounts
• Select the Reports menu, select Vendors
& Payables, and then select Vendor
Balance Detail
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Sales Tax Liability Report
• The Sales Tax Liability report shows a
breakdown of your sales by locality and
how much sales tax you have collected for
the period you specify
• Select the Reports menu, select Vendors
& Payables, and then select Sales Tax
Liability
• Enter date in the From and the To field,
then press TAB
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SLIDE # 25
QuickBooks Graphs
• The Income and Expense Graph shows
your income and expenses by month as
well as a pie chart showing summary of
your expenses
• Select the Reports menu, select Company
& Financial, and then select Income &
Expense Graph:
– You can view graph by account or customer
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SLIDE # 26
Double-click on any
part of the graph to
see more details.
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SLIDE # 27
Building Custom Reports
• Use the Modify Report button to add or
delete columns and change several other
formats of the report
• Use the Filters tab on the Modify Report
window to narrow the contents of reports
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SLIDE # 28
Memorizing Reports
• After you’ve modified a report, you can
memorize the format and filtering so that you
don’t have to perform all of the modification
steps the next time you want to view the report
• Memorizing reports doesn’t memorize the data
on the report, only the format, dates, and filtering
• With your report displayed, click Memorize at
the top of the report
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SLIDE # 29
Report Groups
• Report Groups allows you to combine
several reports into a group, so that you
can later display and/or print the reports in
the group as a batch
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CHAPTER 5: Reports and Graphs
SLIDE # 30
Processing Multiple Reports
• Select the Reports menu and then select
Process Multiple Reports
• Select the group from the Select Memorized
Reports From drop-down list
• If you don’t want to display or print all the
reports in the group, click the checkmark (√) in
the left column to remove it
• Click Display to show the reports on the window
or click Print to print all the reports
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SLIDE # 31
Printing Reports
• To print the report, click Print at the top of the
window
• When you print reports, QuickBooks allows you
to specify the orientation (landscape or portrait)
and page-count characteristics for the reports
• When you select Fit report to 1 pages wide
option, QuickBooks reduces the font size of the
report so the width of all columns does not
exceed 8½” (in portrait mode) or 11” (in
landscape mode)
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SLIDE # 32
Finding Transactions in
Registers
• If you know that the transaction you’re
looking for is in an account register,
display the register and scroll up or down
until you find it
• If you’re looking for a transaction and you
don’t know which register to look in, or if
you want to find more than just a single
transaction, you can use the Find
command.
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SLIDE # 33
Using the Find Command
• Select the Edit menu, and then select Find (or press
CTRL+F)
• There are two tabs on the Find window: Simple and
Advance
• Simple:
– Use this tab if you want to search for the transaction type,
Customer:Job name, approximate date of the transaction,
number of the transaction (e.g., Invoice #), or Amount
• Advanced:
– If you need to search based on any other criteria (e.g., account
name, Item name, or memo), use the Advanced tab
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SLIDE # 34
QuickReports
• A QuickReport can quickly give you information
about a customer, vendor, or Item
• You can generate QuickReports from account
registers, forms, or lists
When you’re in a
The QuickReport shows you
Register (with a transaction
selected)
All transactions in that register for the same name.
Form (Invoice, Bill, or
Check)
All transactions for that particular customer, vendor, or payee
within the same account as the current transaction. To display
a QuickReport from a form, press CTRL+Q while the form is
displayed.
List (with an Item or Name
selected)
All transactions for that Item or Name.
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SLIDE # 35
Using QuickZoom
• QuickBooks provides a convenient feature
called QuickZoom, which allows you to
see the detail behind numbers on reports
• When you point to a number on a report,
the cursor changes to a magnifying glass
with a “z” in the middle, this indicates that
you can double-click to see the details
behind the number
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SLIDE # 36
Exporting Reports to
Spreadsheets
• To modify reports in ways that QuickBooks
does not allow (e.g., changing the name of
a column heading), export the report to a
spreadsheet program:
– Exporting a Report to Microsoft Excel
– Exporting to Other Spreadsheet Programs
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Exporting a Report to Microsoft
Excel
• Click Export at the top of the report
• Select a new Excel workbook to export
your report to a new Excel worksheet
• Click Export in the Export Report window,
QuickBooks will export your report directly
to an Excel spreadsheet
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SLIDE # 38
Exporting to Other Spreadsheet
Programs
• Open the report in QuickBooks, click Print
• In the Print to section of the Print Reports
window, click File
• Select Tab delimited file from the File dropdown list, then click Print
• Give the file a name that will be
recognized by your spreadsheet program,
the file extension will be “.txt”
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CHAPTER 5: Reports and Graphs
SLIDE # 39
Summary of Key Points
• Describe several types of QuickBooks
reports
• Set QuickBooks preferences for cash or
accrual basis reports
• Create several different accounting reports
• Create several different business
management reports
• Create graphs
• Customize the look of reports and filter the
data on reports
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CHAPTER 5: Reports and Graphs
SLIDE # 40
Summary of Key Points (contd.)
• Memorize and group reports
• Process and print multiple reports in
batches
• Print reports
• Use the Find command to find
transactions
• Use QuickZoom to see the “numbers
behind the numbers” on reports
• Export reports to spreadsheets for further
analysis
PAGE REF # 264
CHAPTER 5: Reports and Graphs
SLIDE # 41