 QuickBooks Online 2024 reports month two save as PDF export to excel and create management reports. Get ready and some coffee because we get work done on time with QuickBooks Online 2024. First a word from our sponsor. 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so I trimmed it down a bit okay it's an improvement if you would like a commercial free experience consider subscribing to our website at accountinginstruction.com or accounting instruction.thinkific.com here we are in our gig great guitars 2024 quickbooks online sample company file we set up in a prior presentation opening up the major financial statement reports like we do every time the reports on the left hand side we're in the favorites right clicking on that balance sheet to open a link in a new tab right clicking the profit and loss to open link in a new tab right clicking the trial balance to open a link in a new tab let's go to those tabs now closing up the hamburger and we're going to scroll up and change the range going from 010124 tab 022924 tab and I want to break it out month by month as has been our custom run it to refresh it tabbing to the right closing the hamburger change in the range 010124 tab 022924 tab let's put it on a month by month breakout and run it to refresh it again tab to the right one more time hamburger needs to be closed and 010124 tab 022924 tab side by side with the months and then we will run it to refresh it okay let's go back to the balance sheet considering what we're doing this time we're going to be generating reports imagining we're going to be providing those reports to a client you can also have a similar process if you were working internally in an accounting department needing to provide reports to a management or something like that typically and oftentimes what is the case is that the presentation of the reports is as important as the reports themselves because the people that you're giving the reports to oftentimes don't really understand the reports so they're not really digging down on the numbers possibly in a very critical way they're trying to say hey is this person giving me something do they know what they're doing over there and the idea of giving a sense that you know what you're doing would be often in presentation presentation is basically half the battle here so we want to give nice looking reports how can we provide the reports well we could email them but we probably don't want to email them one at a time we could attach the emails download them as a pdf file and then attach them but we want to at least maybe number the emails or possibly zip them and then number them in the zipped folder even so that we have some indication possibly of which reports we should open first second and third we could use a management report tool to put them all in one pdf file which could be a step up a level up although it's somewhat restrictive in terms of the customization we could do we could also export to excel giving us the most amount of customization and then use that as well as a pdf printer to print all the reports on one document as well now last time last month what we did is we went over some general reports and customized them then saved the customization making the process easier from month to month hopefully now let's take a look at those reports we did i'm going to go to the first tab i'm going to go to the reports on the left and then we went into customized so the idea here being let's make a month one or month end reports summary and then put our major formatted reports for external reporting in them and then whatever method that we use all we have to do is generate these reports and then and then change the date and then we can batch them either as an email or we can put them on a cloud drive or we can put them in our management reports or we can export them to excel so this is what we had last time now now that we're on month two however we might want some more reports given the fact that we might have comparative reports at this point in time because now we have two months of data we can run comparative reports so this might be basically our starting point and then we'll do some comparative reports so let's see these reports first so unfortunately i can't right click and just open them in a new tab so what i tend to do is right click on the tab up top duplicate the tab i'm going to pull that all the way to the right and then that's going to be and then i'm going to open up these one at a time so here's my balance sheet summary i'm going to close up the hamburger and i'm just going to change the range and let's go it goes from oh one let's go to 022924 so this is my summary balance sheet which is more condensed oftentimes the first report you want to provide to people so that as they roll their eyes at you that here's comes that silly accountant and his stupid reports and his schedules and he's concerned about these schedules and stuff and whatever but if you if you make it simple they may actually listen a bit and then we can try to get into the actual important details of things right so then we can we can download this if i hit the drop down up top we can export as a pdf so i'm going to export it and save it as a pdf and then i'll pull that over into my folder over here so here i just pulled it into my folder i'm going to make this large i'm going to make it right click rename it so i can put a one in it so that then i can use these reports to put on a cloud drive or something possibly ordering them and the way i would like to order them to present them and the way i think will make it most likely that people will at least be content that we're doing a thorough job and possibly even look at the reports then we can hit the drop down again let's actually export it to excel as well so i'll drag that one into my document and this one i'm going to try to make this report i'm going to right click and rename and i'm going to call this month two reports month two reports and then we'll open that up and i'm going to put all future reports in the month one reports this will be one of the one of the tabs or one of the ways that we will we will use to possibly put all of our reports on one document let's open the next one see how easy this is now whatever method we use i'm going to right click on this one duplicate it pull that tab to the right and then just change uh let's close the hand boogie and open the report and then change the range it's not that easy there's still a couple steps this is going 0 to 29 to 4 that do 29 last time i might have done 28 because that's just in my head no i did it right i did it right stop second guessing my work i'm going to then this is the vertical analysis report so this is a standard balance sheet and then we adjusted it to give the vertical analysis column on the right giving us a percent of the total very common type of report instead of having the summary balance sheet and then another normal balance sheet we had the summary balance sheet and then we're like we won't just do a normal balance sheet we'll add the percentages to give us another added level of detail given the fact that we had the very simple report uh first off or the most plain report i guess is a way of saying it let's hit the drop down and export this to a pdf and i'll save it as a pdf and then we'll go boom and then i'm going to close this up and then we're going to go into the uh excel let's export it as excel there as well had to clear my throat i don't know i think a fly flew in there or something but it was just a nap so it wasn't that didn't actually choke me or anything all right now if you have these two reports open what i want to do is copy this over to the other tab that we have so i'm going to right click on the tab down below move it and then we're going to say create a copy no i'm just going to move the whole thing to the month to report so i'm going to move it to the month to report boom and we'll just move it on over i'm going to pull this to the right so that it's in the order that we want now we could go in here and format these reports possibly i'll do that at one time at the end i'll just export them right now then we're going to go back to the tab to the left right click and duplicate it again and let's pull this to the right and then we're going to open up report number three the income statement so this is what we call the summary income statement because we collapsed it similar kind of concept as with the balance sheet we'll just do an date range going to o 22924 run it and it's good to go yo and then we'll say we'll say uh let's say just i just need to export it as a pdf i think that's all i need to do and we'll pull that on over and i'm going to rename that let's say i'm going to rename these put a number in front of them this was number two and then rename this one right click and rename and this is going to be number three there we have it okay and then i'm going to close this up and also select the drop down opening the excel my coffee is no longer heated that's why it's beeping at me i need to get the coffee now while it's hot okay but i can wait a little bit so there it is let's go ahead and right click on this tab below and then uh move it and so selecting the drop down we're going to move it to a new book again i'm wait no not a new book to month two reports okay and so that i'm going to drag it to the right we'll do the formatting later let's just save it as we go there's that one do we have any other ones let's go to the first tab we have number four the vertical analysis so i'm just going to right click on that duplicate drag it to the right and then open up report number four closing the hand boogie and then i'll just change the range going to 022824 run it and so there we have it selecting the drop down so we can see the p to the d to the f and so then so let's pull that on in and then i'll change the range to do or change the name right click rename and then this is going to be number four numero cuatro and then we're going to say let's also export it as a excel because we could do it that way that's like leveling up leveling up the complication sorry about that i have a new soundboard here i had to play with so i'm going to open that one up and we're going to say let's open that check it out if we may and so there it is i'm going to enable the editing and then right click on the tab down below and we're going to move it to once again the month to report month to report okay let's do that and okay so then i'll pull that to the right so now we have everything in our one excel worksheet let's save it for now and let's go back on over so those are the reports we did last time now we're going to be adding up a couple new reports just to do the comparative type report analysis let's go back to the first balance sheet we made and there's two general types of comparisons that we we could often make we could hit the drop down this way as we have done and see the month by month comparison january and february that method that tool is often better if you have multiple periods that you want to be comparing not just two in other words if you want to like a three month report or all four quarters uh report that's a great report to run if you only have two periods then it's often the case that you want to subtract the two periods see what the difference is between the two periods at least possibly on like a balance sheet type of report so let's show that if i if i bring this back to the total and i look at this for the second month going from 020124 and then we select this drop down and we say we want the previous period so now it's going to be the previous period which is the previous month and we'll take a look at the percent the dollar change and the percent change this would be a comparative type of report kind of a horizontal analysis type reports we have this minus this gives us the change let's pull out the trustee calculator real quick and then the the the percent is going to be the percent change percent increase or decrease so it would simply be like the 95944.05 minus the 88810.27 gives us the 7133.78 taking that divided by the previous period which was january 88810.27 gives us if we move the decimal two places over the 8.03 percent about so that's a common report to be having and so we'll also then run this one let's customize this one our normal customization has been we'll remove the pennies we'll say we want to have brackets around it i'm going to make the negative numbers red and then on the headers and footers i'm going to get rid of the time date report basis okay and then on the name i'm going to call it a comparative comparative balance sheet so we'll do that and then we can also have our logo show the logo for crying out loud why wouldn't we show the logo it's such an impressive work of art all right uh let's go ahead and save customization we're going to put that into the month end reports let's give it a number i think we're on number five report call it number five month end report we will save it and that looks good and so then if i go back to the first tab and we were to refresh the screen we see that we now have five reports let's do a similar thing for the income statement now well let's actually do our exporting back to the balance sheet and we're going to then uh hit the drop down we're going to export to a pdf and so i'll save it as a pdf pulling that over and then i'm going to rename it over here we're going to right click on it and rename this will be number five number five and that's good and then we'll go back in and say close this out and also export it to excel export to excel opening that up and then uh so here it is i'm going to say enable and then right click on the tab below so that i can say move it if you would to month two report okay boom dragging that to the right so now we have all of our reports lined up these are going to be the comparative reports on this side i'll save that for now we'll we'll format it in a second there's the save button all right and so now let's do the income statement so with the income statement similar kind of thing we could we can compare the the two periods which is actually a little bit nicer on the income statement in some ways because then you have the two periods and the total so you can actually replace basically a normal income statement with this income statement if you so choose because you still have the totals uh and it gives you and it gives you the breakout of of the months but still it would be a better i think to to run this report if you had multiple months or multiple quarters that you wanted to run so i'm going to go back to the normal again i'm going to say let's make this the totals only i'm going to make it for the second month 020124 and then do the comparison to the first month previous period dollar change percentage change run it so we have the same kind of the horizontal analysis so i'm going to change the name and maybe call it a comparative comparative profit and loss and we've been changing the name of profit and loss to income statement income statement so i can do that and then i can customize it and then possibly get rid of the pennies negative numbers bracketed red and then on the headers and the footers let's get rid of the date time report basis and run it so there we have it and so then i'll do the same thing dropping it down and we're going to say export to a pdf save it pull it into our folder and so we can do it that way if we so choose and i'm going to rename this one having it be number six report so that's the six report and then i can also export it as a pdf if we i mean as excel if we wanted to do it that way opening up the excel document and so then in excel i'm going to enable the editing right click on the tab below move or copy drop down and move it to report number two okay let's drag it to the right so now we've got everything in excel and so the three ways that we can provide the reports to somebody we might give them these as an attachment but you can see they're getting quite long and we could add to these reports a lot more especially if we had more comparative periods like the prior year and if it was later in the year we can have prior quarter and all that kind of stuff so you might not want to attach it to an email even though they're numbered and whatnot you could zip them and attach them to an email you could put them into a cloud drive and give access to the cloud drive let's go ahead and try to try to put them into a folder that we could zip this will be month two reports i probably should say like february reports but i'm going to then take these and these here not the excel pull them into that file and then i could right click on that file and compress it so i'm going to say compress the file your compression might not look like this but the point is i could attach this to an email whereas i can't attach this folder to an email i would have to attach each individual form to an email which isn't as nice for the users that's one way we can give it to people another way we can give it to people is we i can i'll get to this excel in a second but we also have this internal report that we could do so if i go back to the first tab now and refresh it so now we've got did i add all the reports there i've got uh one two three the comparative balance sheet i need to add the comparative income statement so let's go ahead and save customization put it into month in reports this will be number six the comparative income statement save it and then we'll go back to the first tab refresh the screen we now have uh six reports so i could use the management report uh function to generate the report so if i go into that one this was the company overview that we did last time uh let's copy just the the the normal overview and duplicate it and so now we have this one and then i'm going to edit it and see if we could just make our adjustments to it so we have the title page management report subtitle the period of the report that's pulling in prepared by if you needed that and the date and so we have a pretty basic but nice title page we then have the table of contents which is going to pull in what's in the content page we have an intro page that you could include or not include which gives you a nice little text page and then we have our reports now instead of these default reports we're just going to pull in our custom reports so i'm going to add a new report and we'll say this is going to be drop down i'm looking for the custom reports on the right and so here's all my custom reports i'm looking for the month month one reports boom so there's that one i'll just add a new report looking for the custom reports the second one and then i'll add a report looking for the custom reports to do the third one and then i'll add a report looking for the custom reports the fourth one and then i'll add a report looking for the custom reports and we get to the fifth one and one more time adding the reports custom reports and the sixth one and then i can delete these two don't need that delete trash can throw it in the trash throw it in the trash and then i'm going to select this one again and we'll say that i'm going to reduce the name to just the balance sheet and so boom report number two reduce the name that's going to be displayed starting with the balance sheet and then this one get the name so it's down to just that and then this one get the name so it's down to just that and then this one we get the name so it's down to just that and then one more time we get the name down to just that. Okay. And so I think that's it. And then if I go back into my, my table of contents, we have the table of contents. And then we've got the the include this page if you want to another closing kind of page which some which some text. Now if we were to preview that, it looks like this. So that's a nice little report, you can't customize it too much. But it gives you a different looking feel than the PDF. So here's our balance sheet. Here's our another type of balance sheet. Here's our income statement. And you can then export this on one file. Pretty, pretty nice and easily notice it. It made it landscape here automatically because it just knew to do that. But it still displays vertically because we're on a computer now which is nice. And so we have our comprehensive report and boom. So that looks pretty nice. It looks a little bit different than the other method that we had, which was in here, right? The reports that we had in a PDF format look a little bit different. They don't have any color in them and whatnot. Color could be good or bad depending on whatever. But you can have you can see it's a little bit different style. So then you can also use Excel to level it up if we want to, if we want to level it up. So we're leveling it up. Okay. Because Excel can give you more formatting tools over here. So now if I went into all these, I'm not going to get into the details of the formatting, but if I go to the tab to the right and tab to the left, then I need to center it. One way I could center it is to select the column, right click and insert a column here and then have these two columns to be kind of the same width so that it's big enough to like and then I'm going to make this one larger and then maybe make this one smaller, something like that. And then you could format like the title. You can make it black and white or something. I'm just choosing some things to do, which might make it look better or worse, right? You could put borders around it and change the underlines. You could do a lot more editing is the point in Excel. And you could do that to all the reports. So I can go boom from here to here. And then this one fits on one page. Maybe I make it black and white up top. Boom, boom, boom. And then I put borders around it. I can clean it up a lot more if I wanted to spend some more time on it, but it is more time consuming. To do that, I could do the same here, go from here to here. And then maybe I add another column, insert and then this column and this column. I'm going to make equal width wider. Maybe I'll widen this one out and make this one a little smaller, make the header black, white and so on. And then the profit and loss, same thing. Here, here and here, here. And then I can say insert and then maybe here and here. That looks pretty good. Actually, I make this black and white maybe. And then the balance sheet. Notice this one might not fit on one page. So now my question is, well, it looks like I have a lot of space. I can make this smaller. So it fits on a page. If it doesn't, then I can make this landscape change in the orientation to landscape. And then this has plenty of room. And then do the same thing of selecting up top, right click, insert. And then here and here make these larger and make this basically black and white like so. And then if I go to the next one, same thing here to here. And I can say, okay, it fits on a page, insert, then maybe make this black and white or something and you can change the fonts and do whatever you want to do. The point is, once you're done editing it, which does take more time, then you could then you could also add a title page, which is a lot more customizable, you can even integrate it with Word or some other word processing software if you wanted to, and then use a PDF printer to print it all on one report by going to the file tab, and then going to the print. And then we want to print the entire worksheet. That's the key. So now we've got the entire worksheet, you can see the format again is a little bit different here. So you there's pros and cons to the formatting, but you have a lot more flexibility for the formatting here, but you can't save the formatting that you do in Excel for future reports that are going to be printed at a different date. I'm going to print it using the Qt PDF printer, which is a free PDF printer. I'm not advertising for them or anything. That's just what I use as you can see. So so it works pretty good for me. So I'm going to go ahead and save it. And then if we open up our reports, this is another way that you could show those reports. So then if I open this one up, it's another way I can give one attachment to all the reports, right? So here we have one attachment can can provide all of the reports. And you can see that each of the three methods has their own looking field to them. And you can you can provide your own kind of customization, depending on how customized you want the reports to be. But note that a little customization can go a long way in trying to impressing people a little bit and making possibly them having a little bit more confidence in you and your competence and being there when they need them typically at the end of the year, when everybody's like, Oh, maybe that maybe that bookkeeper is actually useful that we will. Well, listen, I want to look at his reports now that tax dollars are on the line here and whatnot.