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Archive for the 'Reports' Category

How to Set Up Aging Reports in QuickBooks QuickTip

Thursday, September 27th, 2012

QuickBooks Due Date or Transaction Date Reports

QuickBooks can generate your aging reports either by using the due date of your invoices and bills, or by using their transaction dates. Aging reports track unpaid invoices or bills by showing how much is currently due and how much is overdue. You can tell QuickBooks whether you want to generate your accounts receivable and accounts payable aging reports starting from the due date on your invoices and bills, or from the date you wrote an invoice or received a bill. To specify which type of aging report you want QuickBooks to generate:

  1. Choose Edit | Preferences from the QuickBooks menu bar.
  2. Click the Reports & Graphs icon on the left pane and click the Company Preferences tab.
  3. In the Aging Reports section, choose Age From Due Date or Age From Transaction Date by clicking the corresponding radio button.
  4. Click OK to save this setting.

Assigning Accounts to the Statement of Cash Flows Report in QuickBooks QuickTip

Saturday, September 22nd, 2012

See Which Accounts QuickBooks Uses for Reports

In QuickBooks, a Statement of Cash Flows is a report that displays the history of your cash position over a period of time. It is an accrual report that self-modifies to report on a cash basis, and it shows you the adjustments that were made behind the scenes to provide cash-based totals.  QuickBooks allows you to choose which accounts you want to use to display the automatically generated Statement of Cash Flows reports—but you shouldn’t mess around with the available selections without checking with your accountant. To see which accounts QuickBooks uses for the Statement of Cash Flows:

  1. Choose Edit | Preferences from the QuickBooks menu bar.
  2. Click the Reports & Graphs icon on the left pane and click the Company Preferences tab.
  3. Click the Classify Cash button in the Statement of Cash Flows box to display the Classify Cash dialog.
  4. Select or deselect the accounts you want to include on the report.
  5. Click OK when you are finished.

How to Select Summary Reports Basis in QuickBooks QuickTip

Friday, September 21st, 2012

QuickBooks Accrual-based or Cash-based Default for Reports

QuickBooks allows you to specify whether to see summary reports as accrual-based or cash-based. When you create a cash basis report, QuickBooks calculates the data by considering actual cash transactions. This means that revenue doesn’t exist in the report until a customer pays you—and the expenses don’t exist until you pay the vendor. When you create an accrual basis report in QuickBooks, the data is calculated to reflect all the transactions you have entered. This means that revenue exists when you generate an invoice for a customer and expenses exist when you enter a vendor bill. To set the default specification for your summary reports in QuickBooks:

  1. Choose Edit | Preferences from the QuickBooks menu bar.
  2. Click the Reports & Graphs icon on the left pane and click the Company Preferences tab.
  3. In the Summary Reports Basis box, choose either Accrual or Cash, and then click OK to save this setting.

How to Send Forms in QuickBooks QuickTip

Monday, August 20th, 2012

Using E-Mail in QuickBooks

If you want to send transactions to customers via e-mail, QuickBooks offers the opportunity to automatically select the option of e-mailing a sales transaction for those customers configured for e-mail as the preferred send method. QuickBooks has to find a copy of one of the supported e-mail software applications on your computer in order for this to work. If QuickBooks finds an active profile (which means that there is an e-mail account established in the software, and the software is the default e-mail software on your computer), QuickBooks will display a dialog that shows the default e-mail method. If these options aren’t displayed, you must use the QuickBooks e-mail service to send transaction forms and reports. To set up your preferences for sending forms in QuickBooks:

  1. Choose Edit | Preferences from the QuickBooks menu bar.
  2. Click the Send Forms icon on the left pane and then click the My Preferences tab.
  3. Click the Auto-check The “To Be Emailed” Checkbox If Customer’s Preferred Send Method Is E-mail box.
  4. Click OK to save these preferences.

 

 

How to Refresh Reports and Graphs in QuickBooks QuickTip

Sunday, August 19th, 2012

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.