 QuickBooks Online. Customize report. Get ready to start moving on up with QuickBooks Online. We're going to be using the free QuickBooks Online test drives searching in our search engine for QuickBooks Online test. 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. Drive selecting the option that has Intuit.com and the URL Intuit being the owner of QuickBooks. We're going to be picking the United States version of the software and verify that we're not a robot. Zooming in by holding down control up on the scroll wheel currently at 125% on the zoom and selecting the cog dropdown. Just to note 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 of you so you can get a look at where things are located in them. Right clicking on the tab up top as we do every time to duplicate the tab so we can put reports in it. Right clicking the duplicated tab to double duplicate duplicate again as that's thinking tapped to the left reports on the left. We're going into the balance sheet report going to the tab to the right as the balance sheet report is thinking down to the reports on the left hand side. This time the profit and loss the income statement the P and the L going to close the hamburger otherwise known as the hamburger and then do the range change up top. We're going to go from 010122 tab 123122 tab January through December run it to refresh it tab to the left close the hamburger and then scroll up changing the range in from 010122 tab 123122 tab and run it to refresh it. There's the setup process we do every time we've been focusing in on our balance sheet noting that the balance sheet and income statement are our major two reports. All other reports for the most part giving us more information more detail about one or multiple line items on these major two financial statement reports. We've been looking at the customization of these reports up top primarily focusing in the prior presentation on the items that are housed in the ribbon. As well as this little section down here and then the editing of the header up top. Now we're going to move to some of these items in the customized area noting that as we do some of them will be duplicated. So we'll see some of the same items in here. We won't spend a lot of time on the same items and that these will be the similar customization components for other reports as well. So also just realize that when you're looking at these customization components you're typically going to want to think about how they're going to apply. Primarily based on whether the report is a balance sheet type report in that it reports something as of a point in time or an income statement type of report profit and loss type report. Which has a range of beginning and an end and some of these functionalities will differ depending on whether it is reporting something as of a point in time or has a range to it back to the balance sheet. Let's go into the customized up top. So we've got our general a little arrows or our triangles. If I close them all we've got general we've got rose columns we've got filters and we've got headers and footers. Let's just go into the general item up top where we have the report period that mirrors the report period here on the left and our date our custom dates. We won't go over that in more detail because we've seen that we've got the cash versus a cruel which was also over here if I close this out right there. So remember that you want to keep it on a cruel for the most part because you're not switching from cash to a cruel kind of accounting system. You want to use it just to look at a cash report reporting versus a cruel possibly I won't go into that in detail again but just be aware of that. Take a look at the prior presentation for more detail on it and then we got the number format. So the number format we have the options of divide by 1000 without sense except zero amounts. So if we divide by 1000 that's a way that we can kind of slim down the look and feel of the report. So if I was to say I want to divide by 1000 for example and run the reports now you've got smaller numbers. So if you have a financial statement that has big numbers then you can divide it by 1000 to round it down and that could be a useful way to make it a little bit cleaner of a report to be looking at. If you run it or customize it again and I divide by 1000 and remove the sense then it's going to remove the decimals here which I don't think we're representing pennies. In that case they were rounding to two decimals out after dividing by in essence a thousand. If I then customize it again and I turn that back on this is the default divide by 1000 off and we have the pennies and the pennies on now we're back to the standard. Notice sometimes a lot of the times even if if you don't want to divide by 1000 removing the pennies is often useful for external reporting because the pennies are usually not relevant for decision making purposes. And that's usually the criteria as to whether you would divide by 1000 or remove the pennies for external reporting. If I rounded this to the thousands would that be enough information for the decision making purposes that I'm in at this point. If I'm normal decision making purposes the pennies aren't usually helping my decision therefore external reporting oftentimes it would be useful to just remove the pennies without sense. So the report still makes sense but it's not doesn't have sense in the terms of the pennies are now gone. It's a little bit cleaner of a look. So I often will do that for external reporting purposes noting that for external reporting purposes to look in the field is you know half the battle. That's going to be not that you're fighting your clients or anything but that's going to be important right. So then you've got the drop down here the negative numbers as negatives versus brackets. I tend to actually like the brackets on the negatives and then you can make them read to make them stand out even more. Do we have any negative numbers here. There's a negative number opening balance equity and equities negative. That's not good. So those kind of pop a little bit more. You might not want the red that might be a little too much but the red could be useful. And that gives you a little bit different looking feel and the negative numbers kind of stand out a bit with the brackets. So I kind of like the brackets personally. That's what we will be practicing with when I do external reporting purposes. So then I'm going to go back to the default just to see the default. So this is back to the default. If I go back to the customize and we have the accept zero amount. If I turn that off then we have the zeros that are included within here. Now that's a little bit of a of a tricky kind of item because I'm going to go back in here and say except zeros. Checked it back off. And so now we've got the zero. Now normally when I think about this zero here I would usually go to the the option that we saw last time which was to say in here and the active say I want it active or not. If it's active the zero will show up so you can drill down on it. And if you say you don't want to see the zero you can remove the zero for external reporting purposes. So that's where I would usually go to kind of remove the zero if I want it for external reporting purposes personally. Customizing again. So then we've got those items. Those are in the general. I'm going to collapse the general and go into the rows and columns. So we've got the totals. This mirrors what we saw over here and this item mirrors what we saw here in this dropdown. So I'm not going to go into those in more detail because that kind of mirrors what we saw last time on the left. I don't know why they put it in both areas. But I'm assuming I think they had it in here first and then they put it over here in the ribbon and then they didn't take it out of over here and I don't know what their thought process is. They might change that at some point but there it is filters. So filters are great tools to basically be filtering down on the data of course. Now oftentimes the filters not something you're going to use so much on a balance sheet report. But if I start on the balance sheet report and I drill down say on the checking account. Now I have a performance report which has a lot of information I could filter on. So notice I've got one of the major filtering items is the transaction types. So in the cash account we've got all these different kind of transaction forms that we used to create the transactions within here. That's a common filtering type. So if I want to see increases I might filter by deposits. If I want to see decreases I have checks you know another kind of form. So for example if I run the filter in here notice I still have the customize in report now because the customize option is basically there for all reports. So I've got the same options I go into here and I go to filters then I've got the distribution account is the checking account. Oftentimes you look at the transaction type. So if I want the transaction type I can then say if I want like decreases I can look at the checks. I can look at the I might want to include the bill payments the pill payment credit card. I might want to look at the paychecks add all the decreases here that I'm trying to kind of think about. And then then where's the expense form something like that and run it. So now I've got the decreases so that filtering option quite useful. You also might filter by name for example so I might go up top and customize and so you've got account you've got by name. So if I filtered by name then I could I could pick someone you know that we pay by name that could be another way that would be quite useful or common depending on the report that you're using. I count by customer or vendor or employee so would and then product service what we're selling depending on what we're sorting by notice that a lot of these sorting options. Again they're going to be more or less useful depending on the reports that you're looking at. So there's your your filtering options. So let's close that out. We'll do some more filtering some depending on our needs as we go through the practice problems. But oftentimes the filter options are quite useful in say checking account type reports because those are the ones that have the most variant transactions. Those are the ones that are the checking accounts going to impact you know all the financial statements and and therefore the filtering options quite useful oftentimes within them. So let's go to customize up top and the filters. So we had our filters here. Let's then I'm going to collapse these and let's go then to our headers and footers headers and footers. So now you've got on the header side you've got the company name so you could remove the company name often not generally what you might do but then and then you could change the company name if you wanted to adjust it up top. Same with the title. This might be quite common if you did something like a comparative balance sheet which will test out doing later. So note if I close this out and I said I wanted to do a quarter by quarter balance sheet. Then now I've got multiple quarters here. So if I go back up top here and I said if I customize and I look at my my headers and footers maybe the balance sheet is not all I want. Maybe I want a comparative balance sheet or our quarter by quarter quarter balance sheet. Let's say just comparative balance sheet or something like that. And then also the date that says as of right here might not be applicable because that's as of just one period and now I have multiple periods. Now I can't really change the dates but I could just remove it and then this little item right there will go away. So now I've got comparative balance sheet and I've got the dates right here so I don't really need the repetitive date up top and that could be a way that's a nice kind of formatting tool that you want to keep in mind when you start to do and customizations for comparative reports and filtering and analysis reports for example. And then on the footer you've got the date prepared time prepared report basis. Now if I close this out you can't really see it right now but if I was to view this on the print preview and scroll down to the footers here you've got the accrual basis. Here's the date and the time so maybe you don't want that stuff down there on the footer. So I'm going to go up top and say customize and then footer this obviously would only really be useful for external reporting. So when you actually print these out and provide them to a client that's when you're when they're actually going to be printed as a PDF or something and then you could tell what you want on that footer down below which now doesn't have that information on it. Closing this back out customizing so so that would be the footer date time prepared report basis. And then if I put those back on you also have the alignment so the header is defaulted as center aligned I think so you could left align it left aligned. Let's just test them out. So now I've got it left aligned. If I was to print it. You've got a left aligned up top left aligned here. I close this back out. Let's just go through the variance of them middle I think is the default. So let's right align it right align. And so now it's right aligned. So these you know most people would probably center it but it might give you a bit different look and feel if you were to make the change you know you can have a little bit of a differentiation between yourself and others with that. And remember when you're doing the external reporting making it you know doing a just a little kind of customization things can make it feel like you're you know you're putting a little bit more of an added touch in it and you don't have as much customization in the online version and say the desktop version which allows you to change the fonts to some degree as well as the colors and whatnot. So doing a couple of those changes could be useful changing the title to make it customize. It gives you you know shows a little bit more effort on it possibly and if you export it of course to excel then you can use Excel to do a whole lot more customization if you wanted to do that although that becomes more tedious because then every time you do your report and you'd have to export it to excel and do the added whatever adjustments that you're doing within Excel. So the any adjustments that you can do within the system would be useful because then it would be easier to do your possibly month end your end reporting and generate them easily. And notice that once you make these changes you can then memorize the report so then I can kind of save the report so that in following periods if I want to save the customized report if I saved it like this. And I could add we'll talk about adding groups later but if I save the report and then I go back to the first tab and I'm going to go I'm going to refresh it. And then go down to the reports on the left hand side and then go into my customized reports now I've got my comparative balance sheet. So you might want to start saving like your customized reports in terms of the reports that you would want to use externally possibly which might have different formatting than the reports that you use internally. And and therefore and that'll allow you to at the end of the period just generate these custom reports quickly and then put them together as a package to provide them to your clients on whatever a monthly baseless quarterly basis in a yearly basis possibly. So those are going to be the formatting there remember that these formatting tools will typically be applicable not just to the balance sheet but other reports as well but the effectiveness of them and or which ones you might use and how they'll be used will differ. Primarily and often about on whether or not you're talking about a balance sheet type of report that reports as of a point in time or an income statement type of report that has a time range. So let's go back to the first tab real quick and then hit the cog drop down switch to the business for you just to locate where things are at under the business for you just so we see the the two views if I go to the home page. This is obviously our home page we went to the reports which is under the business overview here. So there's our reports there's the standard there's the customized under the reports section and in the bookkeeping area. That's where we have our our our I was looking for the chart of accounts that's where we've got our chart of accounts right chart of accounts is right here under the bookkeeping area I think we open that up. Those are the primary areas that we've that we've looked at so you should be able to find them under either view that you that you work with with whichever one is your preferred view that just a different layout but it's all the same stuff.