 QuickBooks Desktop 2023. Create reports after second month of data input. Let's do it within 2-its QuickBooks Desktop 2023. 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 QuickBooks Desktop. Get great guitars, practice file. We started up in a prior presentation going through the setup process. We do every time maximize the home page and the view drop down. We got the hide icon bar open windows list checked off open windows open on the left reports drop down company and financial profit and loss standard change the range from a one oh one two three to twelve thirty one two three customize it and fonts and numbers changing to fourteen okay yes and okay let's go to the reports drop down again company and financial this time the balance sheet standard we're going to customize that report with a change of the range oh one oh one two three two twelve thirty one two three fonts and numbers change the font bring it on up to fourteen okay yes and okay that's the setup process we have been doing every time we've entered two months of data input at this point now we're going to be running month end reports for a few different reasons one to check our numbers if you're following along with the practice problem and two to think about the types of reports that we might be wanting to group together and provide say to customers or supervisors on a periodic basis possibly at the end of the month at the end of the quarter at the end of the year so we're going to have our balance sheet we got sir income statement and then we'll take a look at our transaction detail by date which can help us look at what we have done for the second month and drill down on any problems if you have any discrepancies now note first of all that now that we have two months of data input when we look at just the normal reports of a balance sheet and an income statement or profit and loss we all of a sudden have a lot more options because now we can look at a balance sheet that has two months we can look at an income statement that has two months we can compare the two months having one minus the other and contrasting the two months and you can imagine as we have more and more data in the system if this if this was the second year then we can be comparing the current month to the prior month of the prior year same month of the prior year the current quarter to the same quarter of the prior year so you can get quite complex in terms of the reports you might want to generate and you can generate a whole lot of reports even when we're looking at just variations of a balance sheet and a profit and loss as we start to have multiple periods so that's the first thing just want to point out here so what we're going to do is I'm just going to make a comparative of January in February let's make the balance sheet a differential report and so what I'm going to do is go to customize up top and I'm going to say that I'm going to run this for the month of February only this is going to be 020123 to 022823 that would be for the month of February and then I'm going to say I would like to see the prior period the change in dollar and the change in percent now this works great for a balance sheet because the balance sheet is as of a point in time so this is where we stood in the current month February and then the prior month January and this is the difference between where we stood between the two now note that this is a report that has all the information of the original balance sheet so I'm just going to use this report because it has that here but if you're providing these reports to a client you might want to run a simplified balance sheet so you could consider maybe I run a a simple balance sheet which might be a summary balance sheet and then I run a standard balance sheet and then I create comparative balance sheets you're going to get a lot of reports but it might be easier to first go from simple to more data but I'm just going to use this one because it has everything in it and then I'm going to customize it a little bit more so it's customized up top and we'll go into the header and footer let's say I'm going to get rid of the date prepare time prepared report basis I might want to call it a balance sheet like comparison or maybe a comparative balance sheet let's say comparative balance sheet and then as of date might not be as relevant because it's going to have two dates on it we'll put our name in footer as has been our custom and then on the fonts and numbers we changed it to 14 let's also put parentheses around it for external reports and let's get rid of the pennies and say okay so there's the report that I'm going to be giving externally if you're checking your numbers you can go through here and check you know February will be the latest date that you can take a look at let's do the same thing for the profit and loss we'll come back and actually print these in a second here after we look at all the reports I'm going to do the same thing for the profit and loss but this time I want to say January February and then have the total of January and February instead of the difference because that report will give me everything in essence in one report again you might want to give a simplified profit and loss and then a normal profit and loss and then a comparative profit and loss subtracting the two and then possibly a month by month profit and loss or a quarter by quarter profit and loss depending on the dates you run it let me show you what I mean I'm going to go to the customized up top we're going to go down here and say this is going to be from 010123 to 022823 notice the two month time period this time and then instead of going previous down here I want to say that we want to have this by month right there by month which is also right here by month so that's useful on the income statement because now it gives me January February and the total unlike the balance sheet the balance sheet being where we stand as a point in time this one is what we earned or incurred through January through February that's why we have the total column summing it up the total column is the total of where we stand for the year to date at this point that's why this report gives us in essence everything but it's a little bit confusing to give to people sometimes because it's got a lot more data on it so you might consider running simplified reports and then this report but I'm just going to run this one we're going to customize up top we're going to then say header and footer let's call it an income statement income statement let's say comparative maybe comparative income statement or something like that I'm going to get rid of the sub date or January through February I'm going to say date prepared don't need that time report basis put our name on the footer and then fonts and numbers let's we put it to 14 let's put the parentheses read and remove the pennies so that's where we stand here the total number on the outside is what you want to be comparing to I'll also open up a trial balance which is not usually something we give externally but I want to give that for internal purposes so you can so you have that on a hard copy reports drop-down accounting and taxes trial balance let's change the date range from 010123 to 1231 to let's make that 22823 I'll customize it and I'll say that we want to have this filters header footer let's get rid of the date time report basis name in the footer and then we'll say fonts and numbers negative numbers with parentheses read and with without let's keep the sense on this one because you might be checking this for for your checking your numbers let's also increase the size of it I'll bring it up to 14 not 16 to have it all the same size okay yes and okay so there we have that and now we'll also take a look at our transaction detail report now this is the one that you you want to check your numbers here and if something does not tie out change your date ranges see if it's a date issue and then you can drill down on it if everything was correct as of last month meaning all your numbers were correct when you ran the report from January through January 31st after the first month of data input and all of our transactions tie out this one must be correct now you could if you can't figure out a problem you could try to run this report as of January and compare that to the presentation that we did in January to see if you recorded anything or deleted anything from the prior month that's why deleting prior month stuff becomes a problem if your January trial balance still ties out to our January trial balance and all of your data input matches the next report we look at you should end up at this point all of your balances tying out to the trial balance here so let's take a look at the transaction report reports drop down accounting and taxes this is going to be let's look at the transaction list by date report I'm going to change the dates for just February so it's going to be 020123 to 022823 so this is and let's customize it up top let's go to the headers and footers I'll get rid of the date time and and then name on the footer and then fonts and numbers let's bring this up let's try to bring it up to 12 as well to and say okay I think we did the rest of 14 but this is this is going to be harder to fit on one page so let's see what we have here note that you do want to have consistency if you're going to be printing the reports to have the same kind of size of the font it's kind of nice just to make it look nice making it look nice is half the process to provoke or have a sense of confidence with whoever you're working with your clients okay so so note this is going to be giving us everything that we did by date so now we've got this information by date in here notice that you might use this report as we're going to use it to kind of review your work as a supervisor reviewing somebody else's work to see what they actually did and if we're building somebody by transaction this is a great report to and we might actually provide it to the clients and say look this is how many transactions we entered we told you we're going to bill you if you're within this range of transactions so much monthly or whatever so this is so what you want to do is go through here now this gives you the the type of transaction the name the memo and then the other account which or the account and the split account so this is the actual transactions that are impacting the accounts the splits are kind of a problem here because that doesn't give you the other detail that means that three accounts were used or at least there was multiple line items for the second account so so that's a little bit of a default with it you could run a journal report which gives you more detail on that but we're going to run this one because it's a little bit smaller so I'm just going to scroll down this is what we have here if something is on here but not on your side you might want to change the date range up top and see if it's a date issue and and then if something's on your side but it's not here then it might be that you messed up one of the transactions entered it incorrectly or that that you entered it twice or something like that you could remove the transaction and once again if your prior trial balance ties out for January and all of your transactions here match then your ending trial balance for February should match okay so we'll print these things out if I was to provide these to clients then I would want to give it to them in like a cloud drive maybe or a zipped file that has them in order make it as easy for them to open so we're going to save them as a PDF and then we'll also save them as a one PDF by using Excel as we did in the end of January so I'll do it a little bit faster because we've seen it before let's start with the balance sheet I'm going to go print we're going to save it as a PDF I'm going to put this into my my folder that I set up here let's see we'll put it into the QuickBooks and we got the GGG reports and these are going to be for the reports I'll make a new folder for 02.28.23 and then I'll go into that one and I'll put the reports here this is going to be a comparative balance sheet so comparative balance sheet you might want to number them too if you want them to be opened in a certain order but I'm going to say save that and then I'll go to my profit and loss which will be the next one I usually think about let's print that one print save as a PDF and this is going to be then a comparative income statement if I misspell anything then I mean you won't be surprised or anything because I'm going kind of fast here although I would probably misspell stuff even if I went extremely slow but in any case whatever print the trial balance save this is going to be the trial balance and then I should probably put the date on them as well but I'm going to keep it here and then the transaction report let's say print this one save as a PDF and this will be the transaction list by date now this one in particular we might want to you know double check and do a preview on it like to make sure it fits on one page wide it doesn't so that's a pretty ugly report right here if I give it to someone like that so so if I can't fix that within QuickBooks because I could say fit to one page wide like this fit report to one pages high fit to one page wide but that often changes the font size so sometimes it's kind of nice to export them to excel in that case so that's what I'll do here let's export it to excel and try to get everything on one PDF so right now if I check out what we have let's check out what we have thus far shall we if I go into the the data files reports we've got then the reports for January and I could give these hold on a second we've got the reports for February now I could give these to somebody one at a time like this in an email but I might want to zip them so I'm gonna right-click let's make another folder I'm gonna call this 0101.01 say 01.31.23 reports I'm gonna drag these into them and I should fix that transaction detail report but I'm gonna put these in here and then right-click and zip that one so I could say compress it and now I can attach this to an email that's one way I might do it or I might put it into a cloud drive now I'm gonna use Excel to try to put all of the PDFs on one file and adjust for some of those formatting things like making something landscape and try to make it as nice as possible that way so let's try to do it again I'm gonna go to the balance sheet Excel create new Excel worksheet so I'm gonna put them all in an Excel worksheet and then print them all on one PDF using Excel I'm gonna put it into a new workbook a new work book it should open up Excel of course you need Excel in order to do this type of process I'm gonna go to the second tab usually and then back to the first tab and see if it fits on one page it does not so I'm gonna say what can I do here I can I could try to move this stuff over maybe I don't need column A I'm gonna first try to make it fit on one page portrait and if it doesn't then I'll go landscape so I'll say can I move this over maybe get ready to call them a click and I call them a right click delete I don't need these other skinnies so I'm gonna hold down control select in the skinnies right click on the skinnies and delete and so that's pretty close maybe I can just squish this up a bit squish squish oh come on give me a break so that's still kind of cutting into it a bit but I'm gonna keep that for now I'm gonna say file let's save as put this on my desktop under the QuickBooks put this into the to the GGG reports and the January reports and this will be once again the 01 no these aren't January reports I'm in February February these are once again the 02.28.23 reports and I've misnamed it here oh reports we'll say save it boom I'm gonna change the dates for just February so it's gonna be 0201 23 to 0228 23 so this is and let's customize it up top let's go to the headers and footers I'll get rid of the date time and and then name on the footer and then fonts and numbers let's bring this up let's try to bring it up to 12 as well to and say okay I think we did the rest of 14 but this is this is gonna be harder to fit on one page so let's see what we have here note that you do want to have consistency if you're gonna be printing the reports to have the same kind of a size of the font it's kind of nice just to make it look nice making it look nice is half the process to provoke or have a sense of confidence with whoever you're working with your clients okay so so note this is going to be given us everything that we did by date so now we've got this information by date in here notice that you might use this report as we're going to use it to kind of review your work as a supervisor reviewing somebody else's work to see what they actually did and if we're building somebody by transaction this is a great report to and we might actually provide it to the clients and say look this is how many transactions we entered we told you we're gonna bill you if you're within this range of transactions so much monthly or whatever so this is so what you want to do is go through here now this gives you the the type of of transaction the name the memo and then the other account which or the account and the split account so this is the actual transactions that are impacting the accounts the splits are kind of a problem here because that doesn't give you the other detail that means that three accounts were used or at least there was multiple line items for the second account so so that's a little bit of a default with it you could run a journal report which gives you more detail on that but we're going to run this one because it's a little bit smaller so I'm just going to scroll down this is what we have here if something is on here but not on your side you might want to change the date range up top and see if it's a date issue and and then if something's on your side but it's not here then it might be that you messed up one of the transactions entered it incorrectly or that that you entered it twice or something like that you could remove the transaction and once again if your prior trial balance ties out for January and all of your transactions here match then your ending trial balance for February should match okay so we'll print these things out if I was to provide these to clients then I would want to give it to them and like a cloud drive maybe or a zipped file that has them in order make it as easy for them to open so we're going to save them as a PDF and then we'll also save them as a one PDF by using Excel as we did in the end of January so I'll do it a little bit faster because we've seen it before let's start with the balance sheet I'm going to go print we're going to save it as a PDF I'm going to put this into my my folder that I set up here let's see we'll put it into the QuickBooks and we got the GGG reports and these are going to be for the reports I'll make a new folder for 02.28.23 and then I'll go into that one and I'll put the reports here this is going to be a comparative balance sheet so comparative balance sheet you might want to number them too if you want them to be opened in a certain order but I'm going to say save that and then I'll go to my profit and loss which will be the next one I usually think about let's print that one print save as a PDF and this is going to be then a comparative income statement if I misspell anything then I mean you won't be surprised or anything because I'm going kind of fast here although I would probably misspell stuff even if I went extremely slow but any case whatever print the trial balance save this is going to be the trial balance and then I should probably put the date on them as well but I'm gonna keep it here and then the transaction report let's say print this one save as a PDF and this will be the transaction list by date now this one in particular we might want to you know double check and do a preview on it like to make sure it fits on one page wide it doesn't so that's a pretty ugly report right here if I give it to someone like that so so if I can't fix that within a quick books because I could say fit to one page wide like this fit report to one page is high fit to one page wide but that often changes the font size so sometimes it's kind of nice to export them to excel in that case so that's what I'll do here let's export it to excel and try to get everything on one PDF so right now if I check out what we have let's check out what we have thus far shall we if I go into the the data files reports we've got then the reports for January and I could give these hold on a second we've got the reports for February now I could give these to somebody one at a time like this in an email but I might want to zip them so I'm going to right-click let's make another folder I'm going to call this oh one oh one dot oh one say oh one dot thirty one dot two three reports I'm going to drag these into them and I should fix that transaction detail report but I'm going to put these in here and then right click and zip that one so I could say compress it and now I can attach this to an email that's one way I might do it or I might put it into a cloud drive now I'm going to use excel to try to put all of the PDFs on one file and adjust for some of those formatting things like making something landscape and try to make it as nice as possible that way so let's try to do it again I'm going to go to the balance sheet excel create new excel worksheet so I'm going to put them all in an excel worksheet and then print them all on one PDF using excel I'm going to put it into a new work book a new work book it should open up excel of course you need excel in order to do this type of process I'm going to go to the second tab usually and then back to the first tab and see if it fits on one page it does not so I'm going to say what can I do here I can I could try to move this stuff over maybe I don't need column a I'm going to first try to make it fit on one page portrait and if it doesn't then I'll go landscape so I'll say can I move this over maybe get ready to call them a clicking on column a right click delete I don't need these other skinnies so I'm going to hold down control select in the skinnies right click on the skinnies and delete and so that's pretty close maybe I can just squish this up a bit squish squish oh come on give me a break so that's still kind of cutting into it a bit but I'm going to keep that for now I'm going to say file let's save as put this on my desktop under the QuickBooks put this into the to the GGG reports and the the January reports and this will be once again the 01 now these aren't January reports I'm in February February these are once again the 02 dot 28 dot 23 reports and I've misnamed it here oh reports we'll say save it boom see if I can change the name of this one this should be renamed let's make this not that one this should be