How to Use Report Groupings in QuickBooks Online

Feb 11, 2023
How to Use Report Groupings in QuickBooks Online

How to Use Report Groupings in QuickBooks Online

Business Overview Reports (Under All Reports)

This group lists reports giving you overall information related to the operation of your business, such as those reports listed below.

  • Profit and Loss – The Profit and Loss is a summary report showing a summary of income and expenses by category. Here you see how QuickBooks Online presents subaccounts. Hide subaccounts and view only the parent totals by clicking the Collapse button on the report toolbar.
  • Balance Sheet – The Balance Sheet shows the balance between assets, liabilities and equity in your company. It lists what you own, what you owe and what you have in your company. Here you can also see how QuickBooks Online presents subaccounts. Hide subaccounts and view only the parent totals by clicking the Collapse button on the report toolbar.
  • Business Snapshot – A visual representation of some of the company’s key financial indicators: income, expenses, current to prior year comparisons along with customer and vendor balances. Print each graph by clicking the printer icon at the top right of each graph.
  • Profit and Loss Detail – The Profit and Loss Detail report lists the transactions making up a category total for the reporting period
  • Statement of Cash Flows – This shows the cash generated (or used) by the business and cash in or out from investments or financing for the reporting period
  • Audit Log – Use this report to find transactions or actions taken in QuickBooks Online
  • Balance Sheet Summary – This report summarizes what you own (assets), what you owe (liabilities), and what you’ve invested in your company (equity)

Who Owes You Reports (Under All Reports)

This group lists reports showing which customers owe you money and provides you with information regarding the age of your receivables:

  • Accounts Receivable Aging Summary – Gives a listing of your customers along with their open balances displayed by 30-, 60- and 90-day aging columns
  • Collections Report – Displays overdue invoices by customer along with customer contact information
  • Statement List – Provides a log of statements sent to customers, including the number and date of the statement
  • Accounts Receivable Aging Detail
  • Customer Balance Summary & Detail
  • Invoice List – Shows a chronological list of all your invoices for a selected date range

What You Owe Reports (Under All Reports)

This group lists reports showing you how much you owe vendors, providing you with information regarding how old or the “age” of your payables:

  • Accounts Payable Aging Detail – Lists all open bills sorted by their aging: current, over 30, over 60 and over 90 days
  • Bill Payment List – A list of your bills paid during a specific time period
  • Unpaid Bills – Lists your open bills sorted by vendor
  • Accounts Payable Aging Summary – The total amount of your unpaid bills, grouped by days past due
  • Vendor Balance Summary & Detail

Other Report Groups (Under All Reports)

Other report groups are determined by both the subscription level of the QuickBooks Online company and the features enabled:

  • Sales and Customers
  • Expenses and Vendors
  • Sales Tax
  • Employees
  • Payroll
  • For my Accountant

Customize Reports – List, Summary, Detail and Specialized Reports

There are four types of reports in QuickBooks Online:

  • List Reports – Include information about the lists: Customers, Vendors, Products/Services or transactions such as invoices and bills. Nothing is totaled on these reports, they are just lists.
  • Summary Reports – Contain summary information listed by name or account: Profit and Loss Summary, Balance Sheet Summary, Sales by Customer Summary or Sales by Product/Service Summary. These total amounts by account.
  • Detail Reports – Contain transaction detail about a name or account: Profit and Loss Detail, Balance Sheet Detail and Accounts Payable Aging Detail
  • Specialized Reports – Reports in QuickBooks Online that are not list, summary, or detail. These types of reports combine information from different sources. Statement of Cash Flows, Audit Log and Payroll Liability Report are specialized reports.

Customize existing reports by filtering for specific list items or changing the name of a report. Much of the customization is done directly in the report window. If more customization is necessary, choose the Customize icon in the upper right of the window for more options. Once a report is customized to your liking, click Save customization; it will then be listed in the Custom Reports folder. From there, share the report or schedule the report to be emailed at set intervals.

  • General settings – Include the report dates and number format
  • Rows/Columns settings – Allows a choice of report columns to be displayed. Click the column drop-down in a summary report or click the Change Columns button in a detail report. You can also add Sub-columns for Comparison such as Previous Period or % of Income.
  • Filter settings – Use the list drop-downs to filter the data you want to see on the report. For example, to run a Profit and Loss report for a particular class, filter the report to show only one class. Different reports have different lists to filter based on the type of report being customized.
  • Header/Footer settings – Change the header or footer text and alignment

Work With Report Groups

Find grouped reports in the Custom Reports tab in the Reports Center. To create a group, click the drop-down next to Save customization and choose Add new group.

Report groups are very useful. Export a custom report to PDF or Excel format by clicking the drop- down next to Edit.

Another exciting feature is setting an email schedule for report groups. To set a schedule:

  1. Click Edit next to the group name.
  2. Check the Set the email schedule toggle. This opens the scheduling box in the Report Group Set the schedule by choosing an option in the Repeats drop-down in the Set Recurrence area. Choose from Daily, Weekly, Monthly or Twice a month. Choose the days and frequency — there are so many options!
  3. Once the schedule is set , enter the recipient email, a subject and note. Click Save.
  4. Click the checkbox next to Attach the report as an Excel file. If not attached as an Excel file,
  5. each emailed report arrives as a PDF attachment.

Grouped reports are an amazing tool to help businesses streamline their processes. By using scheduled reports, one is reminded to complete tasks such as billing for unbilled time and expenses by sending them reports at regular intervals.

Print, Email and Export Reports

To print a report in QuickBooks Online, click the print icon at the top right of the report. There are browser settings to manipulate when printing and saving reports:

  • Choose the orientation: Landscape or Portrait
  • Choose if you want to have Smart page breaks, which keeps items that belong in the same group
  • together for ease of reading
  • Choose if you want to Repeat the page header (company name, report title and date) on every page

TIP: When printing wide or long reports, if some of the columns and/or rows in your report don’t print the way you want them to (i.e., all on one page), try making the margins smaller, eliminating zero columns or exporting to Excel to perform additional formatting. Then print the report from Excel.

To email a report, click the email icon. Fill in the required information. Click Send.

TIP: Include your email in the CC: field so you have a copy of the email!

Export reports from QuickBooks Online by clicking the export icon at the top right of the report screen and choose Export to Excel. Your other option is to choose Export to PDF.

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