 QuickBooks Online 2022 Generate Reports After Entering Beginning Balances. Get ready because it's go time with QuickBooks Online 2022. Here we are in our Get Great Guitars practice file that we set up with our free 30-day trial. Holding down control, scrolling up just a bit to get to that 1-2-5%. We're currently in the home page, otherwise known as the Get Things Done page and the business view as opposed to the accounting view. If you wanted to go to the accounting view, it's something you can do by going to the cog up to the right and down to the accounting view on down below. We will be going back and forth to the accounting view either by toggling back and forth here or by jumping over to the sample file which is basically in the business view to get a look at the locations in the different areas. So we've entered the beginning balances in prior presentations. Now we just want to generate the reports and we'll generate the reports so that you can possibly review the reports and kind of compare them to what you have if you're following along with us and just to get an idea of the printing of reports and the way we can format the reports so that we can present them as best as possible, possibly at the end of the month, end of the quarter, end of the year. So we spent our time setting up these beginning balances here into our system and now we're going to move forward after this entering actually transactions in the current period going forward which is we're going to imagine here January 1st, 2022 and moving forward that will typically be done in the plus button with the forms under the customer vendors and employee area forms like the invoice, the sales receipt, the expense forms and so on and so forth. So let's open a few tabs up top, right click on the tab up top. Let's duplicate the tab. Let's do it a couple times. Let's do it again, right click on the tab again, duplicate it again and let's do it again, right clicking on the tab again and duplicating another time. We're going to be opening up the balance sheet, the income statement and the trial balance at least to start off with and then we'll take a look at the transaction detail list as well. So let's start off with the balance sheet. We're going to be in the business overview when we're in the business view if we were in the other view, accounting view it would be under the reports and then we're going to go to the one of our favorite reports which is the balance sheet of course, the balance sheet reports, close up the hamburger and do a range change up top from 010121 to 123121 and hold on a second, 123121 and run it. So there's our balance sheet. Let's go to the next tab to the right and this time we're going to open up the profit and loss, the P and L by going to the business overview again in the reports area and the profit and loss report. Do a range change from 010121 to 123121 and run that one and then we'll go to the right hand side tab one more time and open up the trial balance report and also a very good report. So this is a really good report to kind of check out and I'm going to type it in to get their trial balance report to kind of check out where you stand as you're entering data because you could do so with one report, basically the balance sheet on top of the income statement. So let's review these real quick. If we go to the balance sheet over here, we're going to say this is where we stand as of a point in time. We enter the data as of 123121 and so this is what we have thus far in alignment with our beginning balances over here. It's broken out by the assets, the liabilities and the equity. And so note that the net income down here will tie out to the income statement, tying out to the income statement here and however, we want to start now as of the beginning of the next period, which we only want balance sheet accounts. We don't want any performance account or income statement accounts. So I'm going to make one adjustment up top. I'm going to make this as of 010122 to 010122. So that's the date that we're starting out with our balance sheet is set up thusly. So there we have the balance sheet. So let's go up top. Let's do a little bit of our customization. We're going to customize this thing so we can print it out. And let's just say that we want no sense. Let's take the sense out of it. Let's make the bracketed numbers, negative numbers bracketed. Let's show some red on it. And let's go to the headers and the footers, headers and the footers. And we're going to say on the footer, I'm going to get rid of the date, the time prepared report basis, and then run that. So just to clean it up a bit looks a little cleaner. And then I'm going to go to the tab to the right and our profit and loss. This is in the prior period. So this is all the junk that was in there that rolled into the equity account. So what I don't need this stuff, I'm not concerned about it being there because it's going to roll into the equity account. And as of the period that we want to work with, we will have no income statement or performance numbers. If anybody wants to know about the performance numbers prior to the cutoff date in our case being January 1st, 2022, they should go to the prior accounting system because this one starts on January 1st, 2022. So in other words, if I put the date range up top from 010122 to 010122, or even 1231, 3122, there's nothing in it. There's no data in it. That's what we want. Clean performance statement so we can move forward from it. And then of course we have the trial balance, which represents the balance sheet on top of the income statement. So right now it's for the date range of 2020. Let's make this for 2021 to start off with 010121 to 123121 and then run it. So that shows the balance sheet accounts and then the income statement accounts down here that are also showing balance sheet on top of the income statement. And then I want to start our numbers however for the current period. So I'm going to bring this up one day to 010122. So let's say 123122 because there won't be anything in this year. So the income statement accounts once again fall away and we have a trial balance with only the balance sheet accounts in it and the equity account then having all the data from the income statement accounts. So that is that one. So let's go ahead and format this one. This one will print out as well. Let's customize it. And let's say we want to do the same thing without the sense. Let's put some brackets around it. Let's make it red. Let's go down to the header and the footer and let's get rid of the date, the time and the report basis. Run it. Now I'm also going to take a look at the transaction detail list which is a great tool to kind of figure out what you have done to review like someone else's work if you're working as a supervisor or in like an instruction situation great tool as well. So for example if your trial balance doesn't look like this the next step is to drill down on the trial balance to look at the source document see if there's anything wrong with it and the number that is different and possibly then to change the date range up top expanding the date range possibly to see if it's a date problem that the data input had an issue with to see if you could figure it out that way and then you could take a look at your transaction detail list and compare that out because that'll generally if your list starts, if your list has everything our list has and you started at zero which we did because we started a new company file then the end result the trial balance should must be in balance. So let's go ahead and go back to the hamburger. I'm going to do it in the middle tab because we're not going to be using this P&L. Go to the reports and should I scroll down there or just type it in there. Let's see if we could just type it in there. Transaction list by date. Transaction list by date. That's the one we want. It's all the way at the bottom if we were to scroll down. So this is a little bit faster. And we're going to do this for the timeframe of 0101212123121 and run it. So you'll recall that this has all the all the transaction data that we have entered into this system thus far. So this is all our beginning balance type of transactions that we entered. Now again, if you started at zero which we did and your data ties out to this data then our ending balance has to be correct because this is the data input that created the ending balance information. You can also look at the journal entry report to see a similar kind of breakout as well. So if something is on this form that's not on your form then you might want to expand the date range and see if it was just a date issue. If it was you can drill down on that item and then change the date. If not then of course you can add it. If something's on your form and it's not on this form it's possibly that it was entered either incorrectly which you could possibly adjust it by drilling down on it or it was duplicated in which case you can drill down on it and remove the transaction. Noting that in practice you would want to be very careful about deleting transactions but when you're first setting up the file it's possible that you could have something that you want to delete or something like that and in the practice problem it might be something you take a look at. Now also it's interesting to note what QuickBooks did with these transactions because remember going forward we're going to be entering transactions that are normal transactions with forms, invoices, expense forms, bill forms and so on but this time we entered transactions with those beginning balance items and then QuickBooks chose a form to enter the transaction with so for example we've got the inventory starting values that were put into place these were using an inventory kind of form when we entered our beginning balances for inventory so it looks like this item so again it used kind of a form to enter that we didn't enter it in this kind of form but that's what QuickBooks did in order to record the transaction but QuickBooks will default to using the appropriate form to increase or decrease an account because the forms are tied out to everything else that are supposed to be connected within the QuickBooks so that's what we did even when we did the beginning balances these invoices every time we entered the customer balance they just entered an invoice here because the invoice is the thing that records a customer balance that is due and increases the accounts receivable and also allows it to create the sub ledger report when we entered the vendor balance it created a bill because the bill is the thing that increases the accounts payable it also increases the sub ledger for the vendor that we owe money to and then when we increased the cash it entered a deposit form and this time we entered a beginning balance in the cash because the deposit form is typically the form that increases the checking account and then when it didn't have a form it defaulted to just a journal entry so some of the items that we put in place were just a journal entry such as I'm going to scroll down just a little bit more you can't really see it here hold on to say well such as the credit card balance we entered as a journal entry we also entered as a journal entry the I believe the purchase of the furniture and fixtures were a journal entry because there's no standard form for those transactions now it's not actually not giving me a form for these one because they're a journal entry I guess but let's go into these items here I think it doesn't know which number it should show and which should be the split number because it doesn't have a form but here's the journal entry for the furniture and equipment I'm going to go back out I'll just open up the journal entries here is a journal entry we entered a journal entry for the beginning balances for accumulated depreciation because again there's no normal form that increases it's usually an adjusting entry with a journal entry and then this journal entry was for the loans so when we put the loans payable on the book there's no form that really relates to that it's not an accounts payable or bill form because it's a payable loan payable and then this journal entry was for the adjusting of the beginning balances the beginning balance adjustment so those are going to be those items okay so let's go ahead and let's do a little bit of formatting on this one let's customize this one out and say okay let's do the negative number thing show the red we can remove the sense let's keep the sense on this one this is a detailed report and then header and footer date time prepared let's get the footer out and run it okay so let's do our standard I'm going to save these as a PDF and I'm going to print them to Excel and I'm also going to make the Excel into one PDF file just practicing how we might demonstrate this forms to somebody else and also get the practice documents that you can use to review if you so choose so let's first export it as a PDF so I'm going to export as a PDF and we get the PDF export I'm going to say save as a PDF save it as a PDF and there it goes I'm going to put it into our folder here under the report so I'm just going to drag it and drop it so I'm just going to say drag it and drop it I'm in a different browser than I was in prior presentations now this is the Chrome browser so I'm going to close that back out let's go to the second tab on over let's do the trial balance first so do the trial balance let's print this one out so I'm going to say let's print it drop down or export it as a PDF save it as a PDF I'm going to pull that into my folder pull it into my folder grab and drag it drops it dragged it over there dragged it dropped it way down into the folder doesn't seem very nice poor report you're dragging and dropping it I'm going to hit do it again we're going to hit the drop down on this one export to the PDF save it as a PDF and then I'm just going to grab it grab it and drag it and then drop it it falls into the folder okay so then we've got our folder here I can make this our view let's make it a large view let's put that into another form called it reports reports and then I'll grab those I'm going to grab all three of them at one time that's how strong I am and then I'm going to drag them all three of them and drop them and then right click on that one and let's we can zip it I can zip that and send it to someone as a zipped file so I'll send it to a zipped file and then we can also do our Excel thing if we wanted to put all these reports on one file we can put it on Excel and then use Excel and the cute PDF printer so let's just practice that real quick export to Excel I'll open this one up to start out with or maybe it would be easier for me to drag it first and then open it let's do that I'm going to drag it first I'm going to drag it first I've got an idea that's going to be faster going to drag it first is going to save us like seconds seconds on the minute right click and I'm going to say this is called reports and then I'm going to open it up and this is the main doc that we're going to put all of our other reports into and then use it to create one PDF with all the reports in one PDF let's do that I'm going to enable I'm not going to go do much formatting here I will take a look at the layout view and back on over just to see if it fits on a page you could do formatting we won't get into it at this point so I'm going to go to this next tab let's do it for the trial balance let's go ahead and export this one as well and then open it up and then I'm just going to pull this one into my other report I'm going to copy and paste it so I'm going to put my cursor on the triangle up top right click and or just control C and then I'm going to put that back on over this one by making another tab down below double-clicking on that tab TB for the trial balance it's not tuberculosis it's the trial balance put my cursor on A1 and then paste that one and then one more time this one we might have to do a little bit of formatting for because it's a wide report this one's a little wide just like my uncle little wide so we're going to say let's export this one and then open that one up and then we'll enable the editing on that one and let's copy it before we do any formatting I'm going to copy the whole thing put my cursor on the triangle up top and then we copy it going back on over to the reports this one's going to be the transaction detail trans let's just call it TD transaction detail and then I'll put my cursor on A1 and paste it let's see if this fits on one page wide but because I don't think it will it's a little wide so we got to do some formatting I don't need this first it does fit on one page wide that's interesting hold on a second because it's over here so let's see if we can fit this thing notice that these tabs that are merged messes it up that's why I don't like that whole merged thing so I'm going to unmerge that and I'll re-merge it a better way so I'm going to go here and I'm going to unmerge this stuff so I can delete some columns alignment get rid of the merging of all the cells alignment stop that merging stuff I'm going to take this, all this stuff I'm going to pull it to the right delete column A because it's useless empty space right click delete that we're going to have to see this landscape if we want any hope of it fitting on one page so I'm going to go to the page layout and let's go to the orientation and landscape it landscaping and so then we can adjust some of our columns possibly so I can say this one I can do it a little bit shorter and it'll still be okay do I even need this number I probably don't need these numbers at all maybe I hide them and these one that says postings that doesn't add much detail let's take these two instead of deleting them I'm just going to hide it hide so I don't lose them forever but remove them for the most part and then let's make this one a little skinnier we'll just do some trimming a little off the sides please just a little off the sides I told my barber a little off the side okay that looks good let's save it and then I can re-center these if we want them centered but I'm not going to do it with that merging thing I'm going to instead right click on it and format the cells alignment and center it across like that see way better let's do it this way and if it was like that I could have deleted stuff we're going to say format the cells and then let's center across like that too and then this one one more time uno vase mas porfa three four here we go center across alright let's save it again and then I'm just going to export it or print it as a pdf we're going to print the whole thing we're going to print it using the cute pdf printer making a pdf from it I want to print the entire workbook so I got three pages at this point you could format them to center them a little bit more and whatnot but we're not going to do that right now and so there it is let's print it saving it as a pdf it's kind of annoying they don't put those numbers here I'm pretty sure the desktop version does I hate to be you know I'm doing a little comparison it's hard to compare when you're doing the thing but whatever we're going to save it here and say save that and then let's check it out so now we can give someone the zip folder we can attach the three documents we can give them the excel folder or we can give them this pdf that I don't know where it went because I just saved it I found it here it is so let's open it up right click I'm going to open it up with my knock here again just so we can look at it and admire its beauty it's full of wonder this report is wonderful full of wonder there it is and it's got the four three pages and this one shows even though it's landscape it shows you don't have to tilt your head because it doesn't rotate at 90 degrees which is nice