Creating Reports in QuickBooks 2019 – Part 2
Watch the QuickBooks 2019 tutorial video, we will continue on creating reports and we will go through the more reports that you can create under customers and receivables, sales, jobs, times, and mileage, vendors and payables, purchases, inventory, banking, accountant and taxes, budgets and lists.
We’re still working in module eleven and in this module we are going through and talking about reports. We’ve been talking about how to create reports in part one of this section.
Let’s go ahead and continue talking about how to create reports and this is section two, part two. Let’s go back to Reports and keep going down the list. I want to go to Customers & Receivables.
There’s a couple on this list that I really want you to be aware of. One of them is the Open Invoices. This is going to be a list of all of the customers that owe you money. Even if they owe you a penny they will show up on this list.
If you happen to think something, should be on this list, and you don’t see it check your dates. This is as of December 15th. If you know you did something in December why don’t you change it to the last day of the month, then, click on the report to refresh it.
When you look down this list, there’s something I want you to be aware of. If you happen to see a customer who has an invoice for, let’s say $100, and right below, it is a payment for $100, and then it says their total they owe you is zero, then, you need to check that out, because what that means is they still have an open invoice for $100, and some miscellaneous payment that happens to match but they’re not applied.
Those are the kind of things you don’t want to see on this report.
The other one that I want you to be particularly aware of with customers is the Customer Balance Detail report. This is going to show the customers entire history with you.
You can see if you’ve invoiced them, if they’ve made a payment, maybe you gave them a credit memo. You can just see the list, and this is a great one to look at when the customer calls and wants to know if you’ve received the payment.
There were a few others with customers that I just wanted you to be aware of. You do have an AR Summary report. They call this an AR Aging Summary report because you can see for each customer any invoices they have due and if they’re in the 1-30 day category overdue, 31-60, all the way across.
Some other ones that have to do with customers in this list. There is a collections report you can run. There’s an average days to pay. There’s also an account receivable graph you can look at, or if you’re working with the job costing. You can see any that haven’t been billed yet. There’s also a basic customer’s phone, customer contact, and an item price list right down here.
The next category over is your Sales. You’ll be able to see all of your sales by customer, by item, by sales rep, and also you can see sales by ship to address.
There’s a graph at the bottom you can look at as well. And notice each of these you can run a summary or a detail. Jobs Time & Mileage. There’s several here you’ll want to be aware of.
If you’re working with jobs and you’ve been really keeping track of the job feature then you’re going to see that you can run a profitability summary, you can see estimate versus actual. Let me pull that one because that’s a great one to look at.
If you estimate jobs you’ll be able to see the total of the estimate, the actual cost so far, the dollar difference, the estimated revenue, and the actual revenue and then the difference over here as well. This is a really, really good one, like I said, if you happen to use the estimates and then you turn those into invoices.
Going back to Reports now. You’re going to see again under Jobs Time & Mileage that we have some item reports. If you want to see if an item is profitable or not you can run that report. You’ve seen a profit and loss by job already.
Here’s some estimate reports by job. If you want to see open purchase orders by job you can. And, we haven’t yet talked about time and vehicle mileage but this is where those reports would be.
The next one we see on the list is Vendors & Payables. This is all of your accounts payable reports. If you wanted to see your AP Aging Summary, I’ll show you what that looks like.
These are all the bills you’ve entered and if they happen to be overdue you can show if they’re in the 1-30 day category, 31-60 and so forth.
You can also go back and see your vendor balance summary and your vendor balance detail. Vendor balance detail is a really good one to look at when you want to see everything that happened with your particular vendor. All the bills that were sent to you, if you paid them, all the way down the list. Maybe they issued a credit memo.
Another one that you’re going to see related to that is going to be your unpaid bills. Your unpaid bills detail report shows up right here and this shows all the bills you’ve entered that you have not yet paid. Even if there’s a penny left you’re going to see it on this report.
Another one to look at under your Vendors & Payables is going to be an Accounts Payable Graph. This is what your Accounts Payable Graph looks like. You’ll notice you have your basic column chart at the top and your pie chart at the bottom. You really don’t get too many options with this other than if you wanted to change your dates in the top left corner you could do that.
Going back to Reports again. Let’s see if there’s anything left under Vendors & Payables. Yes. Your 1099 report is right here. If you ever want to print your 1099s and then go through and look at the reports you can see the summary or the detail here. And when we talk about sales tax in module twelve here’s some of the sales tax reports you’ll be able to run.
The next category are your purchases. You can see everything you bought by vendor, by item, and here’s your purchase order reports. If you wanted to know which ones are still open you can run that report. If you want to see some more detail you can run that, or also by job.
You’ve got some inventory reports. If you work with inventory and you need to track how many you have in the backroom you can come down here and run this physical inventory worksheet. This is a really good one to run because you can actually print this out, go in the backroom, and write down the physical count. And when you’re done you can come back and adjust your inventory.
Okay back to reports. The next one is Employees & Payroll. We haven’t done anything with payroll yet but when we do these will be all your payroll reports. Then you have your banking reports. Some people like to run a deposit detail. This would show all of your deposits you’ve made and the detail about the transactions on that particular deposit.
The next one is going to be under Banking again, a missing checks report. This one is kind of interesting because you would think that it would list all the check numbers that are missing. But what it really does is it actually lists all the checks and if something is missing it’ll say Missing Checks here. This could be a really long report.
Going back to Reports again. I’m going to go back down to Banking and just mention there is a reconciliation discrepancy report here or a previous reconciliation report if you want to run those.
The next one is Accountant & Taxes. There is an important one here I want you to be aware of. Do you remember way back in the beginning when I talked to you a little bit about setting up the users? I mentioned that you have the ability to look at a report and see which user was logged in when a change was made to a transaction.
This is the report that’s going to show you that. That is the Audit Trail. You’ll be able to look at this report and see who was logged in, you can see if something was deleted, you can see the latest one if something was changed.
This is just a great report to run if you need to see which user was logged in when maybe a mistake was made or something is missing, that sort of thing.
We only have a couple more here. If you go down and look at Accountant & Taxes there was the Audit Trail. There’s also a couple more to just be aware of.
If you wanted to run a transaction list by the date you can do that. You also have some income tax preparation reports down here at the bottom.
I want to mention the Budgets. Here’s your budget overview and your budget actual. We’re going to be looking at budgets in a later module but when you’re ready to run those reports you’ll see them here. Then, the last one is the list. These are lists of everything in QuickBooks, whether it’s items, whether you want to look at a customer phone list, a vendor phone list. You can kind of see what’s on this list right here.
That gives you a quick overview of what kinds of reports are the generic ones here in QuickBooks. I want you to notice that you can run some advanced reports, that you can create, you can also customize some of the reports that are here, and then also we keep talking a little bit about the contributed reports and you’ll see some of those here.
Well, that gives you a quick overview of how those reports look. We’re going to go ahead and go into section three now, and I’ll show you how to take some of these generic reports and actually customize them to work a little bit better for you.
Cindy McGuckin
Cindy McGuckin is an IT trainer with over 20 years of experience. Cindy currently manages the IT Training Department at Trident Technical College, she's a Member of the Association of IT Professionals, Charleston, SC chapter and the Treasurer of the South Carolina Association of Continuing Higher Education.Cindy is a Microsoft Office and QuickBooks expert and her online courses have received hundreds of 5-star reviews. Her no-nonsense approach to teaching complicated topics makes her classes engaging and interesting.
