How to Refresh Reports and Graphs in QuickBooks QuickTip

Keeping Reports Up-to-Date in QuickBooks

When you’re viewing a report or a graph in QuickBooks you can make changes to the format, filters, or data behind it by opening the appropriate transaction window and changing the data. Most of the time QuickBooks automatically changes the report or graph to match the changes you make. However, if you are working on something else at the same time (if you’re online, or other users in your network are manipulating data that your report or graph is using), QuickBooks might not make your changes automatically. QuickBooks has to make a decision about when and how to refresh your report or graph, so you must give QuickBooks the parameters for making the decision to refresh.

There are three options in QuickBooks to choose from regarding refreshing. Prompt Me To Refresh means that QuickBooks will show a message asking you whether you want to refresh the report or graph after you’ve made changes to the data behind it. When the reminder appears, you can click Yes to refresh the data in the report. Choose Refresh Automatically if you want up-to-the-second data, and don’t want to bother to click the Refresh button. If you work with QuickBooks across a network, this could slow down your work a bit because whenever any user makes a change to data that is used in the report or graph, it will refresh itself. The Don’t Refresh option allows you to decide for yourself, without any reminder from QuickBooks, when to click the Refresh button on the report window. To tell QuickBooks which option is best for you:

  1. Choose Edit | Preferences from the QuickBooks menu bar.
  2. Click the Reports & Graphs icon on the left pane and click the My Preferences tab.
  3. In the Reports and Graphs section, choose Prompt Me To Refresh, Refresh Automatically, or Don’t Refresh by clicking the appropriate radio button.
  4. Click OK to save your selection.


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