 QuickBooks Online 2023 Bundle Month 1 Reports for a Client. Get ready to start moving on up with QuickBooks Online. Here we are in our Get Great Guitars practice file. We started up in a prior presentation using the 30-day free trial. We also have opened the free QuickBooks Online sample company. Support Accounting Instruction by clicking the link below, giving you a free month membership to all of the content on our website, broken out by category, further broken out by course. Each course then organized in a logical, reasonable fashion, making it much more easy to find what you need than can be done on a YouTube page. We also include added resources such as Excel practice problems, PDF files, and more like QuickBooks backup files when applicable. So once again, click the link below for a free month membership to our website and all the content on it. If you want the two open at the same time, we suggest using the incognito window or another browser. You can open the incognito window if using Google Chrome by selecting the three dots in the browser, incognito window, and then type into the search engine, QuickBooks Online Test Drive. We're going to be using the sample company to compare the Accounting View and Business View. The Accounting View is the View. Get Drake Guitar's file is in. The Business View is the View that the sample file is in. If you want to switch between the two views, you can select the cog up top and switch the View down below. We're going to be opening up a few tabs to put reports in by right-clicking the tab up top to duplicate it. Right-click on the duplicated tab to duplicate it. Tab to the middle and then we're going to go to the reports on the left. Where are the reports? There they are. And then we're going to open the balance sheet report like we do every time. If you're in the Business View, by the way, the reports are in the Business Overview and then the reports. And let's go to the second tab to the right. Open up the reports again. This is going to be the profit and loss report. And then let's change the range. Let's close the boogie and change the range from 010123 tab, 123123 tab, run it to refresh it and then go into the middle tab and do the same. Closing the boogie, scrolling up 010123, 123123 on the range, run it to refresh it. Now last time we talked about in general the reports that we have been constructing. We're talking specifically about getting these reports to a client at the end of the period. Now there's a lot of decision making you need to do on your own to think about which reports that you want to give to a client. And I'm going to change the end date here to the end of the month, 013123, because we've entered one month of information. Let's do that here as well before I forget 013123. So then we're going to be compiling this information and giving it to a client. Now you want to think about how to do that because the presentation is going to be a key component for many clients, especially those that aren't experienced bookkeepers. They're dependent on you to do the bookkeeping or the accounting or even if you're working in a corporation. Then oftentimes they might not be totally familiar with accounting stuff. So it goes a long way just to make it look nice and make sure that you're dependable on the delivery of the reports and that they are formatted nicely. So then the question is well how can we format them nicely? Well we did some adjustments to the formatting. You might want to think about the formatting of internal reports versus external reports and then think about which reports we want to be grouping together and how to be providing them then to people. So for an external report you might change the format such as getting rid of the pennies and possibly changing some of the formatting on the numbers. So the easiest way to do that we did this last time is we can go to the customize up top and we can go into let's remove the pennies because usually they're not necessary for decision making and they kind of clutter things up. I like to make bracketed numbers and show the red. And then on the header and footer I usually get rid of the date time report paces which are shown when you print the reports on the bottom of the report in the footer. So I'm going to run that. So there's just a quick kind of overview of the report that we might give to external reports that I might not do for internal because internal I might want the pennies for example and so on. We also could have comparative reports comparing month to month and quarter to quarter but we only have one month of data thus far so we're not going to do any comparative reports. Once you have comparative reports they get much more complex in terms of which reports you want to be giving to a client. You want to compare month to month a quarter to quarter this month versus the prior year same month you can do all those kinds of reports. So once you've saved it you could then customize save the customization which we did last time we made a group here for month end reports to make it as easy as possible to then pull them up to then provide them at the end of each period. So if I do the same for the income statement we could do the same thing over here and say okay I got the date range I'm going to customize it and then we're going to get rid of the sense bracket the numbers and then let's say on the header and footer sometimes you might want to change the profit and loss to an income statement which you can do here because that could differentiate you a little bit from others and some people are more familiar with an income statement kind of report so that's one change that you know you could decide whether or not it would be worthwhile to do and again you could save this customization I would save it to our month end reports which we have done in a prior presentation and that way if I go to my reports on the left tab and then the reports on down below closing up the boogie you've got the customized reports and at the end of each month if you have them grouped in this format I can then go into these customized reports and just change the date and then bundle them together. So once we have our reports this way then the question is well how am I going to bundle them together how am I going to be giving them to a client well if I open each report I have the option up top to email it but if I email it I'm emailing one at a time and oftentimes at the end of the month I might have multiple reports especially if it's not the first month of operations so emailing one at a time is probably not the best way to go you can print it and if you're giving it physically to someone that of course would be a great option we can export it to a PDF which would be a good option because then we can have multiple PDF files that I can then group together possibly zipping a file and then give it to someone possibly in a OneDrive shared file or something like that or a Google Drive file or something or I can zip it and attach it to an email so I can have one email with all the attachments or I can use Excel and Excel is a great tool because it allows me to further format if I want to add a little bit more formatting and it allows me to print all the reports on one PDF file with a pretty convenient way you can also get much more detailed by using Excel and possibly Word in conjunction to have formal reports that you can really customize if you wanted to in that way or we can use this tab to the right or to the left the report manager tool which allows us to put all the reports into like this setup report thing this gives us one PDF file which can look fairly professional but it's somewhat limited at the same time so let's first think about maybe one or two other reports that we might want to add to the lineup that we provide so we got the balance sheet, we got the income statement I might also say okay let's go to the tab to the right right click and duplicate it and let's add another report that I might be putting in place here let's go to the reports on the left close up the boogie and then up top I got the standard reports we also have this balance sheet the summary report so this any kind of summary is often useful to give to someone as like the the intro basically breaks out the balance sheet by line item now this isn't something I would use internally but if I'm trying to do a presentation or if I'm giving a report that I want to start basic and then get into more detail I might give a report like this to get the things going without overwhelming anyone and then you add more detail as questions happen so you try to draw people into the reports or draw people into a discussion that you can then expand on instead of overwhelming them with too much data up front which is often what ends up happening for many people which we want to avoid 013123 and so I'm going to run it and then again we can customize this let's customize it I'll get rid of the sense bracketed numbers for the negatives red header footer and let's say this is going to be a summary balance sheet okay date time report basis okay and run it so there we have that so that looks good and then I'm going to save customization I'm going to put it into my month end reports and save it so there we have that one so that looks good and then one other report that you might do is like you might go into the income statement and you might do a similar report here by just collapsing the items and you could collapse this way if I collapse this way it collapse all the sub accounts that we have created but we don't have any sub accounts you could try to give them a report that looks like this where you basically collapsed each of the type account types and this gives you a really quick kind of summary report and that's another way that you can try to group your reports and you might customize that let's right click and duplicate this tab and I'll expand this one and then I'll collapse the columns on this one which you could, I have to expand and collapse here but that's not doing much because I don't have any sub accounts it would do a lot if I had a lot of sub accounts but I might try to close all these up too and at least like this, it's like that sub account was expanded so if I collapse versus expand that payroll that's the one that's being collapsed there but I could try to do something like that and provide it to somebody I'm going to just do it this way I'm going to open them up and I'm going to keep that payroll one as the difference between expanded and collapsed and if you have a lot of these sub accounts that makes a big difference but we only have that one and so then you might call this one I might save customization as a summary summary income statement which I put into month end reports so then and so then if I sort my data on the first tab in my reports here now I've got these multiple reports if I refresh the field I should have multiple reports that is if they pull them in here and then go to my customize so now I've got these reports now I might want to number them to see which ones I want first like I might want the summary first the two summaries may be first so or I might want the two balance sheet reports first summary and then the full balance sheet and then the income statement reports let's do it that way so I'm going to number this one so I can see it in order that I would like to print them I'm going to edit it and I'm just going to put a number one in front of it so it'll sort it say save and close check the report periods I'm going to say okay so now there's the number one report I'm going to edit the balance sheet report I'm going to call it number two and then I'm going to save that one and close it and then the income statement summary that's the one I want to put number three number three and then I'm going to save it and close it and then the income statement I'll say is number four so then I'm going to say number four save it and close it now that I have those I can think about how I'm going to provide them to a client I can just open them up one two three four change the date range to the relevant date range and then see how I'm going to group it either in a PDF file Excel to then make one PDF file or the management reports so let's see how that would work real quick I'm going to go to the balance sheet if I'm just going to print these out if I open them all up and I just print them out now I can just go print export to a PDF is how I would normally do it and then just save as a PDF and then I'm going to put them into my folder here here's where I'm going to put them and I'm just going to grab that PDF and drag it into the folder there it is let's see it in a large view there's the balance sheet so I'm going to rename this one right click and rename it here and this is actually my number two report I'm going to label it as a two in here so that if I give it to a client I'm going to show them which ones I think they should open first second third and so on so here's your income statement so if I if I export that to a PDF and then save it as a PDF I can go boom there's the income statement I'll just do it for all the reports and then I'll change the names this is my what I called my summary income statement so I'm going to say let's go export and this is save and this is another income statement I'm going to have to change the name because they'll have the same name I'm going to right click on this one and say rename this is going to be balance sheet is number two this is going to be number four and then my summary income statement was going to be number three I'm going to right click rename summary income statement number three summary income income statement I spelled that right if not I'm not I apologize if not and then we've got the balance sheet the summary balance sheet which I've said was number one export to a PDF and then save pull it over and there we have that one and I'm going to rename right click rename it and call it number one so then now that I have these I could then just give these to a client one at a time but I might that would be kind of tedious there's four reports that's not too many but if there are more than that which there will be if we had comparative reports we might want to do something else at the least we could make a zipped file so I could say let's make another file and call it month I'll call it the same thing month month one reports you probably want the date as of you know the end of January but I'm just going to copy these and put them in here and then I could right click on it and compress it which they call compress to a zipped file now your zipped file might look different it might just have a zipper on it but then I can attach this to an email so I would either have someone attached to my cloud drive or whatever so they can open up the file and then I have them one number here so they can actually open them in order instead of alphabetical order or you can give them an email now with the zipped file which will then open up as one attachment instead of four and it'll have the numbers in it now our other methods would be that we can send it to excel and then use excel to get everything on one pdf file which is kind of neat or we could we can use our management tool over here so we've got let's do this one real quick if I go to the manage reports I'm going to say I want to I'm going to copy or duplicate this overview report and just show you how you can use this thing real quick so if I if I say let's go into this and and edit it we can go into it you got page one you got the manage report you got the company subtitle that you can add report period you've got the prepared by if you wanted to add a name here and prepared date if you want to have that and then a disclaimer second page is the table of contents so you've got your table of contents on page two and then the third page is going to be an introduction page that we can add if you want to have like an intro before the reports are put in place you can set test on the introduction page and then you've got your reports now by default it pulls in the profit and loss and the balance sheet but that's not what we want now we want the ones that we adjusted so I can say add a report and I'm going to be picking up the balance sheet that we made which we called there they are they're up top they're under the category of month in reports number one balance sheet so that's the one I want now I'm going to have to change the title name I'm going to delete these to you by just hitting the trash can boom boom add new and this time I'm going to say number two and then I'll add another one number three and then I'll add another one number four and boom now I'd have to go in here and edit them with the pencil so that I can get rid of this number I don't need the number one so and all that stuff so I'm going to get rid of that in the title and so let's say let's do that that should work and then edit this one get rid of this junk in the title don't want that and then this one we get rid of this junk in the title like so and then one more we get rid of the junk in the title like so and save it so there we have that and then the next tab is your conclusion page so it gives you a nice little summary and if you were to print or preview it then it gives you a little bit more professional looking report format with your table of contents and intro page where I put the test and then your reports are formatted a little bit differently they're nicely formatted but you are still somewhat restricted to the formatting of the report right so you got your income statements and so on so that's one method we can use it's a neat tool but it's somewhat restricted your other method would be that we export them to excel so I'm going to try to export them in order this time I'm going to get the summary balance sheet let's start with that one I'm going to export to excel and then use excel to make one pdf file from all the reports and show you kind of some of the benefits pros and cons of that so I'm going to pull this one in to my excel work my worksheet over here so I can rename it and I'm going to make this one the master excel sheet where all my reports are going to go so I'm just going to call this month one reports and then I'm going to open it up and there it is so now I can format in here so the formatting is a little bit different I usually go to the tab to the right and then back to the tab to the left I'm not going to get into any more in depth formatting but note that you could do some formatting in here like you could make like the title you could make the title like black and white if you wanted to and you could put grid lines in it if you wanted to and you could change these from a different format of the underlines and what not so I won't go into it in detail but and you could also change the fonts quite easily in here and just a slight little change on the fonts could make a big difference in the look and feel now I have to I can see the end of the page is over here so you can try to center it pretty easily over here into the end of the page and do some formatting like that you know so there's a ton of stuff that you can do in excel to make it a little bit more formal you can also try to have your introductory page in excel if you wanted to or combine excel and word as you make your master reports which gives you more flexibility but I won't go into that in detail I'm going to put all the other tabs down here and then use a cute pdf printer to print everything on one report so I can go back on over and I'm going to go okay let's do another one let's do then the balance sheet the standard balance sheet I'm just going to export this one to excel but this time I'm going to open it I'm going to copy the data and pull it into my other sheet so I'm going to just open that and before I do anything I'm just going to enable editing put my cursor on the triangle right click and copy minimize go into my other report add another page put that in A1 and paste and then I'll check my formatting page layout back on over and I can do any minimal formatting I want which I'd have to do to every report if I wanted to do it it's not too much of a problem to add like black and white expand this to it fits on a page and so it's two pages long I'm not a problem for me as long as it's not two pages wide and then I can do grid lines or any other kind of formatting that I wanted to do from there you can change these lines right here all these lines like here, here, here, here here, here here, here, I'm holding down control here, here instead of having them be those kind of lines you might add an underline so that you can still have grid lines and then and then this one and then you can add a grid line like this and you can still see the grid lines and then the underlines and so on so you can play with those kind of formatting but this one I'll call the balance sheet and then let's do another one I'm going to go back on over and say now we've got this is the income statement let's do the summary income statement first which was this one even though it doesn't say summary on it I should have changed the name let's say this is the summary summary income statement let's export that to excel and then I'll just open that up and I know I'm doing this quickly but it's not an excel course so I don't want to get a lot too much time on excel but just point out the idea and so I'm going to go back on over here and add to excel again put that in A1 I'm just going to call it summary balance sheet or something like that tab or view to the right back to the left I'm going to scroll in a bit and so again I might just say I'm going to make this black and white I'm going to make this wider until it fits to one page like that maybe and then I might add my grid lines or whatever I want to do to change it change the font or whatever I want to do to make it a little bit special a little bit different not too crazy just a little thing to stand out maybe to stand out from the crowd and then we're going to go to the next one one more and let's export this to excel and open that up and then we're going to say enable editing and let's scroll in a bit on this one view to the right view to the left there's my end so I'm going to make this black and white and this until it fits on a page so it's kind of centered and then again you can add your grid lines or whatever you want to do I'm just trying to make it a little consistent once you have your reports then ah man now hold on I'm going to copy this whole thing that's not where I want to do the editing I got it messed up and then in here I'm just going to put it in here and there we have it so now we've got the balance sheet summary and then the balance sheet and then I did the summary income statement this should be the summary income statement and then this is just going to be the income statement okay that looks good movie B to the end so then when you print these you can go to the first tab and if I go to the printing option I can use a cute pdf printer that's the key and print them not to a printer but to a pdf file and then I want to print not the one worksheet but the entire workbook and now you can see that I've got these formatted sheets that I can add a little bit more formatting make them look different than everybody else's documents you know and do my own formatting I'm not great on you know texts or colors or fonts but I know it's important Steve Jobs basically that's what he did basically put in these cool fonts and stuff I think that's one of the main things it makes a difference apparently maybe not to me or maybe I don't recognize it but it's worth checking out so I'm going to then print it and then we're going to say this is let's put this into our reports here put them into my reports make sure it's going to the right place and then I'll save it and so then if I go in I can then provide someone this report as another option so now I can give them this pdf file with all the reports on one so I can give this as an email and again you can see it has a different look and feel to it which takes a little bit more effort to do but something like this didn't take too much effort over and above just batching up the reports in and of themselves so you can toy with that those are basically your options now you have all these other reports that you could give to clients but remember most of the other reports are internal reports things like the aging reports things like the inventory reports and stuff you might not be providing those to the clients you might provide the sales reports by customer and summary and we've gone into that in prior courses and sections so you can dive into which reports you might want to be using in more detail in those sections