 QuickBooks Online, Management Reports, Customization. Get ready to start moving on up with QuickBooks Online. We're gonna be using the free QuickBooks Online test drive searching in our online search engine for QuickBooks Online test drive, selecting the option that has Intuit.com and the URL Intuit being the owner of QuickBooks. 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. Picking the United States version of the software and verifying that we're not a robot. Zooming in a bit by holding down control up on the scroll wheel currently at 125% on the zoom and noting in the cog dropdown that we're currently in the accountant view as opposed to the business view. We'll try to toggle back and forth between the two views so you can see where things are located in each of them. Right-clicking the tab up top to duplicate it as we do every time. We're gonna be putting our reports in the duplicated tabs. Right-clicking again on the duplicated tab to duplicate it again as the tab to the left thinks. We're gonna go to the tab to the middle, reports on the left, and then open the balance sheet of the favorite reports as that's thinking tab to the right, reports on the left, this time the P to the L, the profit to the loss, the income statement. We're gonna close the hamburger otherwise known as the hand boogie, change the range from 010122 tab 123122 tab, run it to refresh it, and then I'm gonna go back to the tab to the middle and close the hand boogie, scroll up to the top ranges, they are a change in 010122 tab 123122 tab, run it to refresh it. That's the setup process that we do every time in a prior presentation. We talked about customizing and memorizing the reports, and that could be quite useful for external reporting, say to clients at the end of the month. Now, the QuickBooks Online has another nice little tool that we could use as well. So if I go back to the tab to the left and we go to the reports on the left-hand side, we've been saving stuff into the customized reports presumably so that at the end of the month, possibly quarter or year, we then print those reports out and provide them to the client in some way, shape or form. But the online version also has this management report, which could be a good tool to try to make your reports look more professional and a pretty easy like little formatted type of way. So they've got the company overview, which is what we'll look at here. You've got the sales performance report and the expense performance report. Now, I would think that the company overview would be the most common kind of bundle type of report that you might provide on a month-end, quarter-end, year-end basis. So if I was to view that, let's just take a look at what is included. You've got this nice little lead-in page or cover page as it's called here, management report, the title. So that looks nice. And then we're down into page two with a table of content. So it's just including the major financial statement reports. We can change that, so we'll talk about that. And then it goes right into the reports, in this case, the profit and loss, and then the balance sheet report. So it gives you a nice little, little quick and easy type of format. You can, of course, get more complex with the formatting if you were to export the reports to like Excel and make word documents and whatnot for the formatting of the reports, but this could give you a nice quick feel for it. So let's just think about our options then and see how we might be able to customize this in order to provide these reports to clients. So let's just take a couple of our balance sheet reports. We'll talk more about the kind of reports that we're gonna be bundling together and what you might include, but we've discussed a couple balance sheet reports. Let's just open up like our summary report again and make like a comparative report, for example. So I'm gonna go, let's go back here. I'm gonna open up another tab. I'm gonna go to the reports on the left and then I'm gonna go to my standard reports and let's open up that summary report. Again, customize it as if we're gonna provide it to a client at the end of the period. So I'm gonna make this 123122 and then customize it. I'm gonna say no pennies on it. Brackets, negative, brackets, red. And then I'm gonna say for the header and footer, I'm just gonna change it here by saying summary upfront. Let's say summary, summary balance sheet. And then I'm gonna remove the summary at the end, get rid of the date, time, report, basis and run it. So then I'm gonna memorize this report or save it as we saw in the past, save it. And then I can use that saved report possibly to put into my management report here. So I'm gonna name it and put this as number one, just so it'll be the first report that I kinda wanna add which might help my grouping. I'm gonna add a group and I'm gonna say these are my month, let's say month end reports, month end reports. I'm gonna add that group and then select the dropdown and pick that group, month end reports and save it. And there's our summary report. I'm gonna go back to the first tab and then I'm in the management reports. I'm gonna go to the customize here, refresh it by hitting the little refresh button and we should then get our new customized report. So there it is. Let's open up another one. So I'm gonna go back to the tab to the middle. I'm gonna go to the reports on the left, this time standard report. Let's just open up a standard balance sheet and then I'm gonna make it into a comparative balance sheet. So I'm gonna hit the dropdown, let's make it by quarter and then the end date is 123122, run it. There it is, I'll customize it and then say I don't want the pennies, negative numbers bracketed, red on the header and footer. I'm gonna call this a quarter balance sheet by quarter, something like that. Get rid of the date, time, report, basis and so that looks good. I'll save that and then I'm gonna go up top and say I want to save the customization and I'm gonna put this, I'm gonna label this just number two and save that into our month end reports and save it and then let's just do one more and let's say that I'll put this back to the total, run it and then I'll do a vertical analysis and I'll say drop down here, percent of columns, run it, boom. And then I'm gonna say that I wanna customize this. Well, let's just do it right here. I'll just change the name right here to balance sheet. I'll call it vertical analysis, vertical analysis, analysis. So hopefully this doesn't overwrite the other one that I did. It'll save it separately I hope but I'm gonna say save customization. So it's trying to put it into that one again. So I'm gonna try to make it, hopefully I'll make a different one. I should have opened up a new tab but I'm gonna say balance sheet vertical analysis, save it in there. This will be report number three and let's see if it works. We're gonna say save it and then let's go back to the first tab. Let's refresh it. I'm in my customized reports. If I refresh this, then I go to my customized. Now I've got one, two and three. So now if I was to at the end of the month, I'm gonna go back and try to provide this information to somebody then I could print these out one at a time and email it to them or it would be better because I'm gonna have a lot of reports once I start ad income statement reports. I could then group them into a folder and provide somebody the information on a cloud drive possibly or I could then group them into a folder, zip them and then email them to somebody as a zipped file which is a little bit better than like 10 attachments, only three here. But if you had more reports, you can have a whole bunch of attachments which can kind of be tedious to receive an email with 10 attachments that you have to download or we could use Excel, exporting these to Excel and using Excel in alignment with or as well as a PDF printer to print them on one PDF file. So we'll talk about how to do that later. That's a nice option that's pretty quick and easy to do. We could get more formalized by using Excel possibly and Word to create more formalized management reports but that gets more complex to deal with or we can use this management report thing that gives us a nice little bit more formalization. So let's take a look at this one now. We'll take a look at trying to make all the reports on one PDF file using Excel later and the other ways that we might distribute the reports at the end of the month. Our goal is to make it look as nice as possible, noting that just having it look good is gonna be a big part of the bookkeeping process because you wanna have your clients have confidence that you're giving them the right information and she'll be there when they need you which is typically at the end of the year when they're doing taxes and possibly financial statement preparation. So if I go into here, we viewed it, if I edit this now, I'm gonna, now oftentimes you might wanna keep the overview just as it is and then maybe I'll make a copy of it. I'm just gonna make a copy of it so now I can change this one and keep the original and then I'm gonna go into this one and I'm gonna say I want to edit it. So let's go into the edit and then in the first page, this is the cover page. So we've got the cover page here. You've got a couple of different styles that you can go to on the cover page. So here's your styles. Then you've got your logo. So if you wanna add your logo, that can give it a little bit more of a customization feel for that. And then you've got the title, the cover title which by default is management report. So you might call it your bookkeeping report or accounting report, right? Or you know, bookkeeping reports or do you might just call it reports or just say month end reports. For example, possible or something. And then subtitle, if you have a subtitle here you can add another subtitle. You've got the report period for the period ended and then it's got the dates which will be described when you put the date so it's gonna default to the current date. Prepared by, if you wanna put someone here for who made the report, right? And then we can have the disclaimer for management use only at the bottom. Let's go to the second tab. So that's the table of contents which is gonna include say the reports that we're gonna be having. So include the table of contents. You could exclude the table of contents altogether and then the page title is the table of contents if you wanna name it something else you can. Then the third page gives you like an intro page. So if you wanted to add something, the title page, you know, this is reports again and then maybe you have an intro, you know, you know, discussing like high, you know, client or whatever. Here's your month in reports for the period ended and so on, blah, blah, that you could add another page in here. Otherwise it's gonna go directly into your reports. By default, if I go to the reports they have the profit and loss and the balance sheet. Now here's where you can add in instead of having the standard balance sheet, maybe you remove that one and add the ones that we included in the reports dropdown. We've got the month one, that one. And then I'm gonna hit the add another one and I'm gonna be putting this one in and then I'm gonna add another one and I'm gonna be putting this one in. And so maybe you want those, maybe you want the balance sheet reports first. So maybe you pull the profit and loss down here. We'll talk about formatting the profit and loss later. So that's how you can kind of maneuver these reports. This is obviously the meat, the major point of your bundle but in the rest of it is to kind of just make it look nice, have your title page and so on. And we can add then these customized reports in here instead of the default reports and make it give it a little more of a customized field. So this is one option we could use. And then an end note. So then you can say something at the end. So the end I'll just say thank you, you for your business or whatever. You can have an ending note here which might be some kind of closing. We appreciate this and that or possibly something like that on the end. So then I'm gonna save it down here. We've got our options down here to cancel it. We can print or preview it. We have our advanced options in the advanced options. You've got your company name, so you can change that. You've got your header here that you can have an adjustment on the header or put a footer here if you so choose. Show only non-zero rows and columns. So that, remember when we actually do the reports like it'll show a zero depend sometimes if there's activity in it, that's the default setting. So this will actually kind of override that I believe removing line items that don't have a zero which is typically what you want for external reporting. So that's kind of nice. So I'm gonna say okay on that, let's preview it, print or preview and so there we have it. So now we've got the first page with our month end report and so on and prepared by blah blah table of contents. Now includes the reports, that's our intro kind of thing and then our actual reports. So now you've got the month end reports which, so notice like here it's kind of annoying that it's putting in like the group. I would like it to just put the name of the report not what I called it number one summary balance sheet number two, right? I would like it to just say the name of the actual report as printed which would be the balance sheet here. So that's a little bit annoying to do that so we could of course remove the group that it's in but that'll make it a little bit more difficult to add to the reports here. So we can kind of play with that. That's some of the problems you end up dealing with those kind of problems when you have this really kind of a fairly simplified template. So, but in any case it looks pretty nice and then we've got the intro or the reports. This is that intro form where you could say you could put your little blurb in terms of this is the month end reports that we've been preparing blah, blah, blah and here and then you've got your actual reports. And once again, it's pulling in the month end reports which is my group name which I wasn't intending to put on the reports that was just a grouping format as well as the number one. So that's, so you might be aware of that and realize that this is gonna be in the header and therefore you might name it in such a format that it's gonna be a professional name and serve the purpose of grouping your customized reports possibly. But, and then you've got your balance sheet or your summary balance sheet and then we've got the balance sheet by quarter. So notice how this, how I would basically break it out have an easy looking form up top and then get into more complex information underneath. And then we've got our month end balance sheet vertical analysis report and then our profit and loss. And then we've got the end note which could be in conclusion, you know, thank you. This is our month end report in conclusion. We're, you know, we're gonna be here for you at the end of next month and at the year end and so on and blah, blah. Thank you for your business or whatever and that's the end report. So it's a nice quick, easy little summary. Again, you can kind of play with it to try to customize it exactly what you would want for like the names of the reports, for example. And you can do that by the way, I can go down to the reports here and I can go into the actual reports with the pencil and I can go in here and just say, I'm gonna delete the number three like this and then I can go into the pencil here and say, I'm gonna delete this whole thing right there, the title. And so that's nice. So you can do that compared previous year. So you could add the comparisons in here but usually I would do that into the report, not within here but in the actual report but let's hit the pencil up top here and then I can remove this bit. Boom. And so there's that. And so now let's just save it and check it out again. Check it out. And so now we've got our actual reports that are showing up without that title. That looks way better. Okay, so it's a nice little touch. Now, so in terms of how you're gonna provide these reports to somebody then the question is going to be, I'm gonna still format the reports and probably save them in such a way that I can group them easily. And then the question is, how am I gonna group them? Am I gonna email them one at a time? Probably not the best way to do it. I can zip them at least and email them probably better in which case you might wanna number them so they're in the zipped folder in order. You could then, you could try to use Excel to put them on one page and the Excel actually allows you to do more formatting. So if there's further formatting that you would like to do beyond what you can do in QuickBooks, then you could export to Excel and do that. You could have a combination between Excel and Word to make say a management report that's more that in that format you combine those two things together and do your own, that gives you a whole lot more flexibility obviously in the formatting but it's gonna add more complexity because now instead of just using the reports directly out of QuickBooks, you might have more formatting that you would have to do outside of it and link together Excel and Word for your reports or you can put the management report words in Excel too and try to do everything in one Excel tab. Again, no matter what you do, it gets a little bit messy or you can use their little template here which works pretty well for a nice formal report given a little bit added feel, a little bit added touch of professionalism and you can get everything on one page, on one PDF that way so that you can provide it to them with a nice one PDF instead of multiple files. So we'll talk about the other ways we can do it using Excel for example to get everything on one PDF in a future presentation but that's a neat little tool that you might wanna experiment with.