 Zero accounting software, sales by customer account and item graphs, get ready to be an office hero with zero. 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. Here we are in our custom zero homepage. We set up in a prior presentation scrolling in a bit holding down control up on the scroll wheel currently at 175% zoom in opening the demo doing so by selecting the reset item, which will reset the data and open the demo at the same time. We're going to be opening up a couple tabs up top duplicating tabs if you will to put our major financial statement reports in as we have done every time right click in the tab up top duplicating it right clicking on the duplicated tab to yes duplicate it again with a double duplication back to the middle tab accounting drop down we want the balance sheet tab to the right accounting drop down we want the income statement profit and loss P&L back to the tab to the left and the date drop down customized that date drop down 2022 the end of the month update that's the setup process we've been doing every time we're looking at other reports now focusing in on graphs that we can potentially make using data to give a pictorial representation which might be useful for reporting purposes and we've looked at for example on the balance sheet you might make like a graph out of your your assets compared to your total assets your liabilities and equities we looked at a graph related to the receivables by customer a graph for the payables you know by vendor and now let's go to the income statement and we can break out multiple things on the income statement the sales line item you can see usually only has like sales or something or a couple revenue accounts on the income statement but oftentimes depending on how we're doing our accounting we might be able to generate other reports that will be breaking that information out by say customer and possibly by by item the thing that we sold service items so we could make graphs on that say what's the biggest thing that we sell we could show that pictorially and we can make a nice pictorial graph by who our biggest customers are possibly if we could pull that data we can also make graphs you know for the expenses down here by category of expenses for example and that can give us some percentages and graphs and whatnot on that just to give us some ideas of how we might add some graphs to our presentation so I'm going to right click on the tab up top duplicate it let's focus in on that revenue side of things so let's go to our accounting drop down and our reports and then if I scroll down we had an income and expense report down here where was that what's right here under the payable and receivable so there's an income and expense by contact contact in this case if we're going to focus on the income basically being customers so if I go into that one we can see our data there let's do this for the year of 2022 so I'll say the beginning date January 1st to December 31st so there's our information we want the columns compare with with years I don't want any comparisons I'm just want the current data and then I'll update it so there is our information and so now I want to filter it on just the income I don't want the expense stuff I just want the income stuff for now you could do the expenses in a similar fashion breaking it out by who we paid vendor in essence so now I'm going to I'm going to filter it and I want to filter it by the take the type down here type and we just want the income so I just want the income stuff not the expense stuff apply the filter update it boom so there we have it now the total here should tie out you would think the 30,000 658 86 should tie out to the income statement it's a little bit off note that sometimes that could happen because unlike the sub reports we looked at the balance sheet when I go over to the balance sheet here we looked at the sub ledgers the sub reports for the accounts payable and the accounts receivable those reports or in the accounting system when we add information to those accounts zero is more likely to kind of force us to enter a contact a vendor or a customer to make sure that the sub ledger ties out when I go to the income statement the sales that it's usually most softwares usually not as stringent meaning if you post something to the sales and you don't include a customer you could you could still do that right so if you entered data to had a deposit that you just recorded to income but you didn't add a customer to it then it's not gonna then your your sales here is gonna be different than the sales by customer because you have some sales that weren't adding the customer line item and that's more and more likely to happen if for example you're doing your your revenue recording by bank feeds so if you just have the bank feeds coming in and and you don't put the customer line when you have the receive money then it's likely that you're not you may not have that added detail so just that's the first thing to kind of understand when you're making these kind of graphs you wanted to tie in here if it doesn't then you might be able to kind of see why or make an adjustment for it so everything ties in when you're putting together your reports if you have a systematic accounting system where you're only you know increasing revenue when you in when you record a transaction that includes a customer then it'll tie out right so let's go over here and say all right so if I have that what I'm gonna do is export it to excel and possibly make say a a a graph based on this let's make a pie chart for it so we're gonna say let's export it to excel and so there we have it and so now it's so here it is I'm gonna enable the editing I'm gonna pull this on to my other data file over here so that I'm gonna put all my graphs kind of on this file I'm gonna hit the plus button at the right and I'm gonna double click on this tab I'm gonna say that this is gonna be my my income by customer data let's say and then I'm just gonna copy this whole thing putting my cursor on the triangle to select the entire worksheet control C or right-click and copy and then I'm gonna minimize and put that in a one or the entire sheet with the triangle control V or right-click and paste and then I'm gonna scroll up there's our data so now I can I could say okay maybe I want to keep that as my data tab I'm gonna double click down here just call this data and now let's let's just adjust it from here so I'm gonna go ahead and adjust the whole thing all I really want is this and the contact and and the and the income amounts so that I can make a graph from it so I'm gonna say alright let's delete everything up top I don't need these rows I'm gonna put my cursor on the one all the way down to six right click and delete right click and delete I don't need the total down here gonna put my cursor on column 17 right click and delete and then what I'm gonna do is get rid of the type I don't need the type they're all the same put my cursor on column B I keep on same column instead of rows when I was on the rows these are columns those were rows right click and delete and there's just my raw data now I usually like to make a table out of it so then I can then sort the data from top to bottom so I'm gonna select the whole thing I'm gonna go to the insert and then table got a table around the whole thing we do have a header up top so I'm gonna keep that checked off okay there it is and then I'll typically sort it from highest to lowest over here Z to A so there we have it and now we can just take this data include a chart we might want a total down below I'm gonna I'm gonna go to the table tab and have the total so there's our total down below and then we can just add a chart with it so I could select all of this and possibly possibly we want a pie chart again so I'm gonna go to insert and say that we have a pie chart let's hit the drop down you also have the recommended items here so sometimes they've got some nice charts that you can do in the recommended ones like here's a neat instead of a standard bar chart you could do something like this which is a little bit interesting on the visuals and so on but we'll do our pie chart so let's not get ahead of ourselves we're gonna go to insert and then let's do a pie chart boom pull this over here so what that is doing is basically just taking taking all of our numbers divided by the total and I'm gonna f4 on this one copy that down boom and then I'll sum this up just so we can see how the pie chart works it adds up to one and make this a percent and so that's basically what it's doing now I've got a whole bunch of stuff that it's too too much too much stuff here so I'm gonna have to group some of these together so maybe I say one two three four five six maybe everything else let's do seven everything else I put in the other so I'm just gonna take this whole thing five six three eight fifty I'm gonna say five six three eight point five zero everything from there down nine to sixteen I'm gonna delete and I'm just gonna call this other boom so so now we've got our pie chart up top like this and this this little bar chart looks a little bit kind of a neat a neat bar chart way to look at it down here in the suggested charts so I can expand this down and we've got a nice little bar chart I could delete that that doesn't help me and then if I want if I want that on a new tab I can add a new tab over here and I can call this you know income by customer or whatever I can call this let's call it the sales graphs let's put all our sales graphs over here and I can copy that and put that over here for my sales graph boom boom let's put the layout let's put the layout here to landscape I can make this a little bit larger than I should probably adjust the looking feel of it but I'm not gonna get into it right now I could put my other chart because I kind of like this where the other one go whatever I lost it anyways we'll keep it there we got another one to do so that that's one way you can look at the data now another way you can look at the data is I could go over here and say what if I want to see the data by by by what we sold so in that case I can go to the accounting drop-down reports and I think it's way at the bottom they got a sales by item sales by item and I'll go into that one and let's make this for the year January January to December so there it is and there's our data so notice this one doesn't tie it there's like they don't have a lot of items up top because as we entered the data here if I go into the balance sheet or let's go into the income statement the sales items when we when we entered the invoices and receive payments they didn't use items oftentimes if I go into this invoice for example we've got the invoice doesn't include an item code and if you don't use the item codes then you're gonna lose some of the added data that you can have with these sub reports if you have used if we use these so and that might be okay if that's the system you want to use but it's usually easier to populate invoices and receive payment forms or money in forms if we have items right because it records the thing we're selling and then your report over here will tie out breaking your income line out by item which can be useful so so this one you know they have the reconciliation down here but we just have the items included up top but let's just export this and and make a little report on this number just to practice with that so if I go into excel down here I'm gonna export it to excel there's our data and so we're gonna say there's our data I'm gonna copy this whole thing control C I'm gonna put a new tab down here and I'm gonna double click on the name and say this is income income by by item data I'll put that in a one or select the entire worksheet with the arrow right click and paste it I'm gonna hold down control scroll up a bit and then I'm just gonna sort this data to what we want to see all I need are basically the totals over here and the totals are not a formula so I don't really have to worry about messing anything up and I delete everything else so I don't need anything up top so I'm gonna put my cursor on row one get the rows right this time to row four right click the selected area delete I don't want this blank space so I'm gonna put my cursor on row two right click delete and I don't need this other sub thing below I don't need the total so I'm gonna put my cursor on seven row to 14 or 16 or whatever doesn't matter how far down you go and delete it and then I'm gonna get rid of columns B putting my cursor on B to C right click and delete those and column C right click and delete that you could add a table you're probably so let's let's go ahead and add the table so I'll select these I'll go into the insert and make it into a table boom we can add a total line total should still add up to the total that we had on that original report and then I could sort it I like to sort it from Z to A to see the top to the bottom if I do another pie chart kind of thing it's gonna be this divided by this f4 and copy that down if I sum it up it's gonna add up to one making that into a percent boom so that's the percents we would expect and then we could just highlight this go up top to insert make up high chart or whatever chart you could do the suggested charts again so there's the suggested charts that they have pretty neat I'll just make it into a pie chart though boom and so there it is and we might you know you might want it looking a little bit different or something possibly possibly having the numbers in there so we'll do that one you could move the numbers you know out out a bit so they're not like on top of each other or whatever so so there you have it and then I could I might delete this one over here and then copy this whole chart and put it on my my sales graph down here so there's my other sales by thing we sold and so that could be a pictorial representation then if I want to print this entire report I don't want to show the data tabs this one and and this one so I'm gonna select hold down shift those two right click and hide them so that when I print the report I'm gonna go back to a data tab this one and go to insert or file and print to the cute PDF printer entire workbook but then when I go down to the end of it it's just gonna show that graph and this graph it's not showing the data the you know the data tabs because we hid them so that's a nice tool to be able to use these are we're doing this quite quickly and somewhat sloppily I'm gonna unhide those by selecting one of these holding down shift and go into the end right click and unhide this one and then same thing right click and unhide boom so now we've got our data tabs back and we can we can adjust them so just a there's a bunch of different graphs and it is useful to use to look at what Excel thinks as a graph might be good so if you insert these graphs and you look at their recommended graphs but once you have whatever system you want down then you can kind of do the same thing for your reporting purposes is as a bookkeeper and then put in your graphs into whatever possibly package of reports you put together and if you use kind of this Excel format of it exporting reports to Excel and then making your your package you can make one PDF file with all the stuff on like one PDF file and like I say printing all the stuff just reporting it as a bookkeeper or accountant is half you know that it makes gives people confidence in you if it looks nice if you got some if you can see how if they are confident that you can just adjust the data a few different ways even though it's fairly simple to do once you do it a few times