 QuickBooks Online. Print, email, and create PDF of reports. Get ready to start moving on up with QuickBooks Online. We're going to be using the free QuickBooks Online test drive searching in our Online Search Engine 4. QuickBooks Online test drive selecting the option that has Intuit.com in the URL, Intuit being the owner of QuickBooks. We're going to be picking the United States version of the software and verifying that we're not a robot. 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. 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. 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 stuff is located in each of them. We're going to be duplicating some tabs by right-clicking on the tab up top to duplicate it and then right-click on the duplicated tab to duplicate it again as the tab to the right thinks we're going to go to the tab in the middle and down to the reports on the left this time, opening up the balance sheet report as that's thinking back to the tab to the right, opening up the reports on the tab to the left and open the profit and loss to P to the L the income statement. Then I'm going to close the hamburger otherwise no one has the hand boogie range change up top from a 101 222 tab 1231 222 tab, run it to refresh it back to the tab to the middle to do the same thing on the closing of the hand boogie ranges to changes. A 101 222 tab 1231 222 tab run it because we want to refresh it. That's how you do it. So this is the balance sheet. We've been focusing in on our reports on the balance sheet reports. And now we're thinking about how we can present those balance sheet reports to a client possibly at the end of the month quarter or a year. We talked about a few different options in that we're going to have multiple reports. First thing we want to understand we could have multiple reports. So just with the balance sheet reports that we can we can make like almost an infinite number of balance sheet reports when we have these comparative reports, vertical analysis, horizontal analysis, comparing this year to last year and so on. So when we provide them to the client, we want to do so in such a way that it's professional looking because that's going to be half our job really is to make it look nice, provide confidence with the fact that it's a nice clean looking report. So one way we could do that is to create the reports and then possibly memorize or customization or save the customization of the reports. So that if I go into my reports center on the left tab reports into the customized reports, I can have my list of reports. Then we can basically organize them. And then the question is how are we going to organize them? We could use the managed reports that we saw in a prior presentation to give a little bit of a professional feel and use that for our customization. We might just print out the reports one by one, for example, and then email them to our clients with an email. But oftentimes that means we're going to be sending them one at a time. And if we're sending a bundle of reports, that's probably not the best way to do it. We could save all the reports on a cloud drive. But if we do that, the reports could be a little bit out of order. So we might want to number the reports to give some indication on how they might want to be opened in order. So we could do that. We could zip the file so that we provide it to a client as a zipped file to an attached email, for example, which would be better than an email with 10 attachments. Or we can use the Qt PDF printer or AQ PDF printer and Excel to try to get all of the reports on one PDF file. So that's another way we could do that. We could do that with Excel and we can do that with the manager over here. So we'll use the Excel option in a following presentation to show that. And we can get more detail than that if we want to make more formalized reports kind of combining Excel and Word to create, you know, a formalized report structure. So we won't get into that in a lot of detail. So first, let's just organize our reports and save them as a PDF and then zip them. And then we'll talk about Excel in a following presentation. So I'm going to recreate a couple balance sheet reports. So I'm going to right-click on this one again and duplicate it and then go back down to the reports on the left-hand side. And let's make a summary balance sheet again. I'm going to go to the standard reports and I'm going to close the hamburger and then scroll down. I'm looking for the summary balance sheet. So this oftentimes might be the first report we provide to somebody. So I might try to save that and customize it. Standard customization. Let's make this as of 12-31-2-2. Run it and then customize it. And I'm going to say that this is going to be, let's remove the pennies, brackets, numbers, make it red. I'm doing this fairly quickly because we've seen this in the past. This is our standard kind of external report customization for the purposes of the course. On the header and footer, I'm going to call this a summary balance sheet. I'll put summary up front. Summary balance sheet. And then close this out and then get rid of the date, time, report, basis. And that looks good. I'm going to run it and then I'm going to save customization up top, putting it into our customized area. I'm going to create a new group to put it in, adding a group. I'm going to call it month end reports. Reports and add the group and then make sure that that's in the dropdown, saving it. So now we've got our balance sheet. I'm going to close this out, go to the first tab, refresh the tab and then scroll on down to the reports in the customized area. And there's our balance sheet report. Notice you might also want to number it. So if I was to save customization, we might then want to actually let me go back here and open up the reports. Summarize or let's edit it here. Edit the report. I'm going to put a number one in front of it so that it'll be in order instead of alphabetical order. So I'll save that. So there we have it. It's saved and boom. So there it is. So let's go back to the second tab. Let's make a comparative balance sheet. Let's make a quarter by quarter breakout drop down quarters. I'm going to run it. I'll do my editing up top or customizing and let's say bracketed numbers, red, remove the pennies and then on the header and footer. I'm going to make this a balance sheet. Let's say by quarter by quarter and then remove the date time report basis again and run it. So there it is. Let's customize it. Save customization. I'm going to put it into my month end reports and then I'm going to call it number two balance sheet by quarter and I'll save that one. And now I'm going to change it again, making a comparative balance sheet. So I'm going to select the drop down back to the totals only and then let's just do a month by month comparison. So I'll say 120122 to 123122 and then I'm going to select the drop down here and compare it to the prior period, November. I'm going to show the dollar change and percent change and then run it. So there's that and I already have the nice formatting here on the numbers and whatnot. Let's save that one. So actually I should change the name. So this should be this should be a comparative balance sheet. Let's say comparative comparative balance sheet month month by month or current and prior month or something current and prior month. And so I could say, OK, let's go ahead and run it and then I'll customize it. And so this is going to be actually I'm going to close this out for a second and I'll save the name. So I'm going to say copy that because it's going to try to save it as the other. So I'm going to say save customization. I'm going to say this is number three. And hopefully that will not overwrite the the prior one we saved, but rather make a new one. I'll save it. I'll double check it, tab to the left, run or refresh the screen and just check this out. So now we've got three over here. That looks good. And maybe I'll make one more. And let's say we're going to say let's say last quarter or let's say last quarter to last quarter or year by year. So from this is going to be from 010122. Actually, I'm on this tab. This is going to be from 010122 to 123122. Run it and maybe compare it to the prior year, which there's nothing in, but we'll just do that one. And then I'll say current. I'll call this a comparative balance sheet. Current and prior year. Prior year. And then I'm going to copy that. And I'm going to save it, save customization. And then I'll change the name up top to boom. This is going to be number four. And there it is. So we'll save that. So there we have it. So now when we're going to be organizing these at the end of the month, I can go into my reports. I can run it again. I can go into my customized reports. And possibly I can have someone else do this because it should be a pretty standardized process, meaning I can give it to a staff member or something and just say I would like to print these reports, change the date range to whatever the relevant date range is, save it as a PDF or print it as a bundle. So let's look at those options. I'm going to go into the summary report. Actually, let's do it this way. I'll go back and I'm going to right click and open it in a new tab. So let me do that right click. And I'm going to say open in a new tab. It's not giving me that option. That's weird. The other reports usually do anyways, I'll click on it. And then we can just change the name up top or the dates and the name should be should be good. So then our options are to email it, but then you typically have to send one at a time. We can print it, which would be useful if you're going to be handing it to somebody. But sometimes that's not the case. Oftentimes we're going to have to email it or put it on a cloud drive, which means we want to export it to a PDF generally. And we'll talk about exporting to Excel later, which could be a nice option for us to then use Excel to create all the reports on one PDF file. So I'm going to export to a PDF. This is the format that it looks like. So most of the time we're good on the default formatting. Notice you have a couple options to the right portrait landscape. Smart page fits helps it to fit on one page, meaning we don't want two pages wide typically. And then repeat the page header. Here's the header up top. If you have two pages and you don't want the header on there, you can remove the repeat page header. So those are some nice options here, but it's still quite limited. If you get to a longer reports that are quite wide in nature and you're to force it to fit on one page wide, for example, then it can change the size of the font, which will be different than the other size of the fonts or the other reports. And so in those cases, sometimes it's useful to export it to Excel where you have further formatting options there. And once again here, we can email. We could save as a PDF. We can print it. I'm going to go ahead and save it as a PDF. So there it is. I'm going to pull this to the right and then grab my folder. So I've got a folder here that's going to say QuickBooks Online. In practice, you might call it your client folder. I'm going to call it a test drive because this is that's what I'm naming the first half of the course where you might put it as clients. For example, you might have another folder that would be broken out by date, which would be quite common, maybe by year, for example, and then have your reports in there each year. And then I'm going to go into my reports and I'm just going to drag this one into my reports. There it is. So notice it gives us the name with no spaces. So that's usually pretty good. It didn't put the number one on it. So I'm going to try to number my reports in here because when I send them out, I would like to give an idea of which reports I think the client should open first. Okay, let's do it again. I'm going to pull this back on over. I'm going to close this out. I'm going to try to go back to my reports. So that gets us back into my custom reports here. And then I'll do the same thing for the second one, the balance sheet. And there it is. So I call it balance sheet by quarter. I'm going to go ahead and export this to a PDF. Boom. It looks like it's fitting on one page because it's got the smart fit. So I'll go ahead and notice there's the title repeating. So if you didn't want the title to repeat, you can take that one off and that'll not have the title repeating. So either way, you might like either format. But I'm going to go ahead and save it as a PDF. It's going to open up down here because I'm in Google Chrome. Note that if you're in another browser, Firefox or Explorer or whatever, it's going to show up however the forms show up in those browsers, possibly with an arrow up top in Firefox, for example, or something. Right click. And I'm going to edit and put a two in front of this one. And then I'll go back on over. We'll do it two more times. Dose Vases Moss. And then we're going to say number three, open that up. And let's go ahead and export that to a PDF. And it fits on one page because we got the smart fit. So that looks good. Mui B to the end. Let's save it and go pull that out over. Boom. I'm going to right click, rename it. Rename number three. Oh, wait a second. So I'm going to don't name that way. Do it again. Don't delete it. Just put a three in front of it. That's what I'm trying to do. You know what I was trying to do. You just made it messed it up on purpose. So I'm going to go back on over and say this is number four. Last one. And let's go ahead and download the PDF. Save it as. And we're going to go ahead and pull that one over. The final. It's the final countdown. Number number four. I don't know why I have that song in my head. I think I heard that song. There's a final countdown song. So there they are. So now once you have them here, you can add these one by one to an email attachment, but four and four connect four attachments isn't too bad, but we're going to be adding other reports to this as well, such as income statement reports. So it would probably be better if you can give it to them possibly in a cloud drive format like a Google drive or or a soft one drive or whatever or our drop box, right? Or you can zip it and give it in an attachment in an email, which I think would be a little bit nicer, which I can do by adding another folder. And I'm going to call these reports reports. And let's say these are as of 12.31.22. And then I'll put these reports in it, grabbing them, dragging them in to the folder and then I can right click on the folder and I can zip it. I can say zip it. Just like I told my my dog when it was barking, zip it, compress what says compress now, compress it. So there it is. So you might not have the same compression. You might have like a folder with a zipper on it or something like that. But the point is that you can now attached this file directly to an email. So instead of having multiple attachments that they would have to open one by one, you've got the one file. And I think it's kind of nice if you're going to give it in this in this way in this format to then have the numbers as well, meaning now you've got the numbered files so they can open it and you have some indication on how they should, you know, what order they should open them. Okay. So that's those are the formats we can provide the files. Remember your other options. If I go back here and I go to my reports are to create your management reports, which can help you to combine it in one file and give you some some like a lead sheet or a header page. So we looked at that in a prior presentation, although it's somewhat limited still, but that's one way you can get everything into one PDF, for example, and make it look a little bit more professional. We can also use as we'll see in a future presentation Excel to export these to Excel and then use Excel to get all the reports on one PDF file. And if you really want to do the best job that has the most flexibility, then you can use some format of Excel and possibly word or possibly try to do the wording in Excel too, which can be a little bit tricky in order to create, you know, a lead page, a header page and whatnot, multiple contents in that format. That's the most time consuming format that you can basically use. So next time we'll talk about how to export to Excel, how to use Excel and a PDF printer to basically get all these documents that we've got here onto one PDF file formatted a little bit differently, but also allowing you to have the formatting of Excel over and above what you might be able to do within QuickBooks. So just a quick look at the cog and the business view. We've really just been spending our time in the reports which under the business view is under the business overview and then the reports.