Transcript Chapter 1 Reports and Graphs 1 Chapter

Chapter
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Chapter 1
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Reports and Graphs
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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
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
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Objective
1. Describe several types
of QuickBooks reports
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Types of Reports
There are two major types of reports in QuickBooks
Accounting Reports
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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
Business Management Reports
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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
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Objective
2. Set QuickBooks
preferences for cash or
accrual basis reports
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Cash versus Accrual Reports
You can set the default for all QuickBooks summary reports to
the cash or accrual basis by selecting Cash or Accrual in the
Summary Reports Basis section of the Reports & Graphs
Preferences window
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Objective
3. Create several different
accounting reports
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Accounting Reports
Profit & Loss
Profit & Loss by Class Report
Profit & Loss by Job Report
Balance Sheet
Statement of Cash Flows
General Ledger
Trial Balance
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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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Chapter
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Objective
4. Create several different
business management
reports
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Business Management Reports
Customer Phone List
Vendor Contact List
Item Price List
Check Detail Report
Accounts Receivable and Accounts
Payable Reports
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Collections Report
Customer Balance Detail Report
Vendor Balance Detail Report
Sales Tax Liability Report
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Chapter
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Create graphs
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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
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You can view graph by
account or customer
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Chapter
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Objective
6. Customize the look of
reports and filter the data on
reports
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Building Custom Reports
To make your reports show only the information you want, 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 so that you can analyze specific areas of
your business
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Chapter
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7. Memorize and group
reports
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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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Chapter
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8. Process and print
multiple reports in batches
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Processing Multiple Reports
Report Groups
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QuickBooks 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
Processing Multiple Reports
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QuickBooks allows you to print reports as a batch
Select the Reports menu and then select Process Multiple
Reports
Select the group from the Select Memorized Reports From dropdown 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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Chapter
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Print reports
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Printing Reports
Every report in QuickBooks is printable
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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Chapter
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Objective
10. Use the Find command
to find transactions
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Finding Transactions
Finding Transactions in Registers
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Using the Find Command you can search by several criteria
in order to find the transactions you want
There are two tabs on the Find window: Simple and Advanced
Simple
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If you know that the transaction you’re looking for is in the
Checking account register, display the register and scroll up or
down until you find it
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
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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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QuickReports
A QuickReport can quickly give you information
about a customer, vendor, or Item
You can generate QuickReports from account
registers, forms, or lists
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Chapter
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Objective
11. Use QuickZoom to see
the “numbers behind the
numbers” on reports
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Using QuickZoom
QuickBooks provides a convenient feature
called QuickZoom, which allows you to see
the detail behind numbers on reports
2. 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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Chapter
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Objective
12. Export reports to
spreadsheets for further
analysis
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When you need to modify reports in ways that QuickBooks
does not allow (e.g., changing the name of a column heading),
you will need to export the report to a spreadsheet program
Exporting a Report to Microsoft Excel
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Exporting Reports to
Spreadsheets
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
Exporting to Other Spreadsheet Programs
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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 drop-down 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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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
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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