 QuickBooks Online 2023. Accounts receivable graphs. Get ready to start moving on up with QuickBooks Online 2023. We're gonna be using the free QuickBooks Online Test Drive typing into our online search engine, QuickBooks Online Test Drive. We're gonna be selecting the item that has Intuit.com and the URL Intuit being the owner of QuickBooks, selecting the United States version of the software and verify that we're not a robot. Hey, we don't serve their time here. What? You're a droid. They'll have to wait outside. We don't want them here. There's not much way up by the speeder. We don't want to be in trouble. I possibly agree with you, sir. 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. Zoom in in a bit by holding down control up on the scroll wheel. We're currently at the one, two, five percent on the zoom in selecting the cog dropdown, just to note that we're 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 stuff is under both of them. Right click in the tab up top to duplicate it as we do every time. Right click in the duplicate a tab to duplicate it again. Back to the tab to the middle. Reports on the left. We're going to open up the balance sheet like we do every time. As that's thinking, we're going to go to the tab to the right to go to the reports to the left to open up the P to the L, the profit to the loss, the income statement, and then close up the hamburger. Otherwise known as the hand boogie and range change from a one, oh, one, two, two to 12, 31, two, two, and run it to refresh it and then go to the tab in the middle, close the boogie, ranging to the change in from oh, one, oh, one, two, two, tab, 12, 31, two, two, tab and run it to refresh it. That's the setup process we do every time. We note that these are our major two financial statement reports. We've been looking at other reports, most of which give further information, more detail about one or multiple line items on these major two financial statement reports. This time, we're going to be exporting some reports to make graphs out of those reports in Excel. And this is a technique that you want to be aware of, not just in QuickBooks, but any kind of database program because you could always pretty much export to some kind of spreadsheet program and then use that program to make pie charts and whatnot, which can give you some added detail into your presentations and the information you might be giving if a bookkeeper to a client on a monthly quarterly yearly basis or to a supervisor if you're working in a company. So common types of pie charts might be something like you've got your current assets, you might break out, I'm sorry, you've got your assets in total, you might break out the current assets versus the accounts receivable and so on as a percentage in a pie chart of the total assets. You might do the same for liabilities, equity on this side of things. We are going to be breaking out the accounts receivable this time by who owes us money by customer, making a pie chart from that, possibly a bar chart. We can also do that with accounts payable for who we owe money to. On the income statement, it would be quite common to make say a pie chart of income by customer who we sold to and then we could make it by item what we sold, a pie chart for example. We might make our expenses side, we might have our expenses broken out by vendor who we paid most in terms of the vendors to or we can break them out of course by account. We could break the income out by account, although most companies don't have this many income accounts so there's not a lot of detail but we could break our expenses out by category in comparison to total expenses in a pie chart and that could be a useful graph. So let's do it, I'm gonna right click on the tab to the right and duplicate it and then we're gonna go into the reports on the left. We're gonna close up the hand boogie, I'm gonna hold control, scroll down a bit to the one, two, five percent and move on down to who owes you money. We're thinking about the accounts receivable now so the easiest report to work with would be the customer balance detail, I mean summary, customer balance summary report, that's the one, that's what I'm talking about. Okay, and then we can range change so we've got a custom, let's just make it as of 124122, run it, so there it is. So what we're gonna do is this is a nice report that just gives us basically the customers and the balance and then the total down below which is a perfect type of report to make like a pie chart out of because then I can take a percentage of everything compared to the total and make a pie chart or a bar chart or both, whatever we wanna do we can do it, we can do it. So what I'll do then is export this. Now this is a little bit more tricky because we have these sub accounts which you might be able to close up right here so maybe we collapse the sub accounts which I might be able to collapse them thusly. There, that's even better, that's even better, that's gonna take less legwork or more finagle and once we get it, so on to Excel. Now we're just gonna export this to Excel, it's beautiful that we're able to just hit the drop down and say export it to Excel, por favor, this would only work if you have Excel of course and then we can open it up and I'm gonna try to take this report and put it into our other worksheet where we had the balance sheet and the income statement and so on imagining that we're then gonna make this as part of our reports that we're gonna give to our client at the end of the month, quarter or year. So here's that worksheet and so what I'm gonna do is I'm gonna add my new data worksheet here and then make a pie chart or whatever charts and then I can print all this stuff, balance sheet, income statement reports and the pie charts on this worksheet which could be great, could give you a little bit more personalization to your reports, we like personalized reports. So here it is, so what I'm gonna do if you don't have this other worksheet, that's okay, you can just work in here, I'm just gonna copy the data and put it into the other worksheet and then work on it. So I'm gonna select the entire sheet by putting my cursor on the triangle or you can say control A, right click and copy it and then I'll move on over, move it on over to this and I'm gonna add another tab and put it in A1 or select the entire sheet, right click and paste it regularly. Double click on the data tab down below, I'm just gonna call it data, it's data for the AR because the final graph I'm gonna put into another tab which will just have the graph and not the data and then I'll hide this one so that I don't print it when I actually print out all my stuff. So then it'll be all the stuff will be on a PDF and hopefully look nice and presentable and impressive. So now I'm gonna scroll in a bit. I usually like going over here and back on over so I could see where the page breaks are, scroll in, holding down control, scrolling up to 175, that's where I'm at. And then notice we have a bit of a formatting issue because QuickBooks exports aerial eight and then the headers are different 14 and then anything that doesn't have is that Calibri, I like everything to be standardized when I start out. So I'm gonna put my cursor over here. I want everything just the standard Excel formatting and then I go from there because that's what I know. Gotta start with what you know. So I'm gonna put my cursor over here, home tab and hit the paint brushy and then I'm just gonna brush the entire thing with the triangle so everything is just the normal. And then I'm gonna format it the way I wanna format it which I'm gonna right click and then format the cells and I'm gonna make them currency, negative numbers bracketed, no dollar sign. We don't need the decimals either. Get out of here decimals and we'll say, okay, I like to make everything bolden just so you can see it better. Hopefully that makes it more visible because they're emboldened and that'll emboldened you to follow along with the stuff with what I'm doing. So then I'm just gonna delete everything I don't need without any worry that I messed stuff up because I can always go and I'm just gonna delete this other tab over here. I don't need this anymore because I can always go back and double check my numbers on here. So if I mess anything up, I can check my totals in QuickBooks clearly. Okay, so then I'm gonna do this fairly quick because this isn't an Excel course just to get an idea of it. I'm gonna put my cursor on the one and delete and go from one to five. I'm just gonna delete all of these rows. I don't need them. I don't need them. I don't want them here. So I'm gonna go down. Notice the total down here has this long formula instead of just a sum formula. So I don't want any formulas in my data. I just want it to be hard-coded numbers. So what I'm gonna do is I'm gonna select the entire A with all the numbers or B that has all the numbers in it with the dropdown. That's a column. Right click and I'm just gonna copy it. I'm gonna paste it right over the top but I'm gonna paste it one, two, three, just the values. Don't get me any formulas. Delete the formulas. I don't want them here. I don't want no formulas. And then the total down here is worthless now because it's not a formula. I'm gonna delete it. I'm gonna delete from row 17 on down to wherever 24. That'll work. Right click, delete it. Get out of here. Get out of here. And so now we just got our raw data. So then I'll make this a little bit smaller between B and C. I'm just gonna make that a bit smaller. And then what I need now is to sort this from largest to smallest. There's a couple ways you could do that. I could select the entire thing and I could go to my little filter thing up here in the data, add a filter and then sort largest to smallest. That's Z to A. But I don't like the filters as much because I feel like I get out of whack maybe with my data. So I like making a table out of it even though that's a little bit excessive. But that's how I am, a little excessive here. So I'm gonna go here and insert a table. Now, as long as you're just in one cell and not multiple cells, it should pick up the entire table if there's nothing next to it or under it. So insert, table, boom. It selects the entire thing. Great. And let's just say insert the table. Boom. It puts a little header line that gives you your dropdowns. They have the dropdowns now. Now you can add the total. I can add the total back, total. And it adds that total column on down below. So there's our data. Now I can sort it with the dropdown and just say I'd like to see the Z to A. Poor Favor, boom, does it. Now we've got the people that owe us the most money up top to the least money. We can make our pie chart from this. However, if I make a pie chart from this data, it's probably gonna have two skinny of slices and no one's gonna be able to feel like they're full if that's the case. So we're probably gonna have to slim down the data. Also, let's just calculate what we're doing here just so we could see it. I'm gonna make a skinny C column. And anytime you have just a numbers up top that total up to something down below, you can always create like a bar chart, but we can create a pie chart from that as well. And what we're doing is we're just taking each number divided by the total. Each number divided by the total. And then I'm gonna make this whole column a percent. I'm just gonna copy that down. And because it's in a table here, it should do the proper formula. So it looks like it's doing what we would expect. And then the total down here, if I sum this up, should be 100%. That's what the pie chart's gonna do. So you would think maybe I'd need to make the pie chart out of this data, you could, but we can just make the pie chart out of this data and QuickBooks will of course just do what it needs to do to make the percentages proper, fill in the key and whatever and all that stuff. So it's still got too many columns, but let's just pretend we're gonna do this. I'm just gonna take the meat right here in the middle. I'm not gonna take the title row. I'm not gonna take the total row. I'm just taking the people, the customers and the amounts that they owe us and then we're gonna go to insert. And then you could go to recommended here and that gives you some neat charts that are usually, these are bar charts, but they give you a little bit more, like that one's a bit different visual than maybe the one that you would select kind of randomly. But I want a pie chart. I'm starting to say pie chart and boom. So you can see the slices are too small is the problem. It's like there's too much going on here. So to fix that, I'm gonna say, I'm just gonna do it like as we go. What I'm gonna do is I'm gonna say, I only want like one, two, three, four, five, six, seven. And let's just put like everything else in total. So I'm just gonna select these. How much does that add up to? It adds up to five, one, five, three, three. So right here, I'm just gonna put one, five, three, three and then delete on call on row 10 to row 17. Not the total, right click, delete. Boom. And then make this other, other. And so then I'll delete this for now. I'll remake my pie chart. And then this adds up to the five, two, eight, one. That still ties out to the five, two, eight, one. I just put everything that's below a certain area in other. So now let's insert the table again. So I'll pick these up, insert pie chart, boom. And that looks a little bit nicer. Does it not? A little bit nicer. Now I could put a title. I'm just gonna delete the title and then I could select different kind of formats that we might want to show here. So, and obviously once you pick one, you could vary it more by adjusting the key and adjusting where you're gonna be putting these items, for example. I just messed them up. So you could move them around. You could even move it out here somewhere or whatever you wanna do with it from that point. But the point is there's a whole lot more options. Once you have the pie chart here, you can adjust, you got your standard color options and whatnot that you can use and you've got all those options. So I won't go into all the options here, but there's that. And then you could also of course do a bar chart with this kind of thing. So I could select the whole thing and say, this time I want a bar chart insert. And this time I'll just, I'll let it pick. So it's picking like this one's kind of a neat one or this one's kind of a neat one. So this one's a little bit more unusual. So I'll say, let's go with that one instead of my normal bar chart. And it gives it a little bit different look and a little bit different feel, a little bit different look, a little bit different feel, look and feel, feeling look. Can I delete this? There we go. So now what I'm gonna do is I'm gonna put these two charts on their own sheet. So I'm gonna hit the plus button down below, double click, I'm just gonna call it AR graph. And then I'm just gonna take these two, that one, this one, copy and put that boom, A1, A1 steak sauce. And then there we have it. Now I might want to see this on landscape. I can make it a little bit larger by going page layout, landscape, landscape. Okay. Escape the land, undo. What did I do? So now I can bring it out to like that line. And maybe I put this one on the next page. There's not room for you up there. You have to come down here. And then we're gonna make that larger. So you might do something like that. So now you've got your pie charts over here. And then if I was to print all this stuff out on one PDF, you might say, well, yeah, but then the data tab's gonna print and it's ugly. I don't want that to print. So you can right click on the data tab and then hide it. Don't delete it, because then you'll delete the data and it'll mess everything up. You're just gonna hide it. And then if I go to the file tab and go to the print button, I can then actually I go to the entire worksheet. Sometimes this selection gets messed up when I'm on the actual chart. So if I go back on over and I go to anything else other than that chart tab and then do it again, file, print. And then I'm gonna say the entire worksheet, boom. And then I'm gonna print it to the cute PDF printer, which will actually make it into a PDF as opposed to printing it. And now I've got all the stuff here and there's my graph finally on the last page without the data. So it doesn't have the data tab. You see what I'm talking about? You just have the graph. So that's one way that you can format this into your bundle that you might be giving to clients and put it all on one sheet, which and you can add some graphs to it fairly easily and then just select the kind of graphs that you think would be appropriate. Takes a little bit more work to do that, obviously, because then you gotta make a graph in Excel. But once you get good at that, it's not too difficult to do and it's probably something that most people aren't doing. So it could stand out a little to put in some extra time on that. So we'll do some more, the sales graphs might be more common. So we'll talk about those later, but I'm gonna select, how do you get that thing back, you might ask. Let's say you asked that. I'm gonna put my cursor on this tab and then hold down shift and then this one because there's one in the middle there. Now there's one in the middle. These two are selected, right click and unhide. Oh wait, I hit hide. Well, let's do it again. I'm gonna select these two, right click and unhide and then I'm gonna say okay and then I'll just do it a couple more times. Right click, unhide, okay and then right click and unhide and there we have it. Okay, so it's back now. So that's the process. I don't think I did anything different over here in terms of where things are located. We just went into the reports. So in the cog, business view, obviously everybody knows where the reports are at. They're in the business overview and then the reports under the business view.