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Here we are in QuickBooks Desktop sample rock castle construction practice file provided by QuickBooks going through the setup process we do every time maximizing the homepage to the gray area view drop down noting that we got the hide icon bar and open windows checked off and got open windows open on the left reports drop down company and financial. Let's take a look at the profit and loss income statement change that range 01 01 2 4 2 12 31 2 4 January to December customizing it so we can go to the fonts changing it to 12 okay yes okay reports one more time uno vase boss not the profit loss but the balance sheet and then we'll hit the drop down again we're looking for this fiscal year this time and then we're going to go to the customized reports fonts and numbers change the font to 12 okay yes okay that's what we've been doing every time opening up the major to financial statement reports all other reports pretty much are giving some kind of information adding to one or multiple line items on the major to financial statement reports that we have here this time we're going to look at some graphs and we're going to specifically look at graphs that are going to be supporting backing up the accounts receivable account you'll recall the accounts receivable account represents money that is owed to us for services or goods that we provided customers owing us money the accounts receivable goes up if I go back to the home page with an invoice which you would only use if you're using an accrual basis rather than a cash basis accounts receivable being a recruit a cruel account so if I go back over here and then it goes down when we when we receive the payment so we can find these reports by going to the reports drop down you would think it would be under the customers and receivables and we've got this nice little receivable graph here we can also find it by going to the report center up top let's do that now the report center will maximize that to the gray area we'll go to the customers and receivables and there is the graph let's open that up now notice for internal use when you're doing the actual you know bookkeeping process and trying to collect on the receivables this might not be the most useful tool for that purpose because you'll probably be working there within the customer center and so on and running other reports like an ar aging report however if you are providing this information externally possibly as a bookkeeper monthly to the owner or possibly in in the accounting department you might want the pictorial representations the graphs can be nice to be adding so they give you this nice little custom graph here also note that you could make graphs like this which we will do in a future presentation with some of the sub ledger reports so we will take a look at that in the future okay so we have up top we've got the date we got the print we've got the refresh they give you two things here we've got the basically the aging graph up top and then we've got the pie chart and that's broken out by who owes us the money the customers in essence let's change the date up top we can change the date and make it as of 1231 to 4 so it's as of a point in time report instead of a range report because it's supporting a balance sheet line items seen or given us a pictorial representation of where we stand at a certain point in time so so then let's go ahead and see this is the 9810519 if I go back to the balance sheet there's the 9810519 the subsidiary report to this would be if we go to the reports drop down and we go to customers and receivables let's take a look at the customer balance summary customer balance summary report and we'll make this we'll let we'll keep it there's as of today let's make it from 0101 to 4 to 1231 to 4 so there we have it and now this is let's go ahead and customize this fonts and numbers bring it up to 12 so we can see it a little bit more clearly okay so now we've got this broken out by customers it's a little bit more complicated because we have the sub customers here so you've got some drop downs which you might not have so much if you didn't have like this particular company being a job cost company with the with the sub customers or jobs but we can see the total down here 9810519 we can see that should tie out to the balance sheet that should tie out then to our report with our chart here 19810515 and then if we look at some of our larger customers we've got Robert for example if I go to Robert and we're say we've got and if I do the ratio this is how we're calculating this we're doing a ratio calculation we're taking the total which is equal to the 14510 divided by the total down here divided by the 98105.19 and that's going to give us our 14.7 about we go back to our chart there's where we get the 14.79 about percent if we move the decimal two places over so clearly that the charts can be nice pictorially to be providing if you are doing a presentation especially if you're doing a presentation and or if you're giving this chart to someone as part of the package that you're giving them on a monthly basis or something like that you do of course want to be ready for someone to say well that's a nice colorful pie chart what does it mean right and of course what it means is we're if we're basically taking that report here and we're breaking down the largest customers who owes us the most amount of the accounts receivable notice I believe they use like 10 1 2 3 4 5 6 7 8 9 10 and then everything else they just dump into the other category down below so we're taking a pie chart which is taking our top 10 people that owe us money in accounts receivable taking the ratio of how much they owe as compared to the total and then everything else above that 10 is being grouped together in the other category so in future presentations we'll actually make this report from this by exporting it to excel and then making the graph in excel the the benefit of making a graph in excel is that once you get familiar with doing it and it's not too difficult to do any kind of graph that lends itself to a pie chart or any kind of graph you can take the source data and just export it to excel which is actually a more efficient way to do it's a little bit more time consuming to do it but you have a lot more options to do that notice if I go over here I can't adjust say the format of this pie chart for example they've got like this 3d look on the pie chart I can't really adjust the the colors of it or or make it larger or smaller or anything like that it is what it is it's fairly nice it's really easy to pull up but you know we can't do anything else to it notice that the fact that it is a 3d pie chart is kind of a confusing thing I personally don't like the 3d pie charts because they can be deceptive to me it makes me feel like someone's doing some kind of marketing trick because it makes like for example whatever's up front look larger than this one so notice that this pie over here at 14.17 is a lot bigger than the 8.79 of this red slice but the red slice because it's over here is is looking bigger and it kind of distorts things so it looks cool it's a nice effect but if someone's trying to be manipulative then they can use this distortion to manipulate the look and feel the pie chart and I don't I don't like that because it's supposed to be something that's going to give clarity to the picture not distort the picture so so in any case you can't really so you can change those kind of effects and so on if you were to export this to excel so then we've got this one up top and that's going to be the aging report so if I go to my reports drop down and we go to the uh the customers and receivables and we look at the accounts receivable aging as of 1231 to 4 so now we've got the this is the report that breaks out the stuff that's currently due and then the reports that are 1 to 30 days 31 to 60 61 to 90 and so on and so forth and then that's going to be a percentage of the total so for example most of it is all current in this case so that chart's not that exciting looking but we have 5000 in the 61 to 90 divided by or compared to 98105.19 that gives us our 0.05 or 5 percent that we see over here this should be about 5 percent that we see here as compared to everything else being in the current area now if you were to put this in a presentation of course you can print this chart out so you can go to the printing options up here and notice it doesn't give you the printing as a pdf option but you could save it as a pdf using the cute pdf printer which remember is a free tool some pdf printer can allow you to use the printing option to print it as a pdf or make it a pdf using the printing tool i believe you can google cute pdf printer we're not affiliated with them and uh and you can get a pdf printer and be able to print it that way uh another way you might do it in a presentation is you might is you might take like a a slide that you want to put this information on you can go to insert up top in in in any kind of microsoft uh microsoft program microsoft office that is and then i want to take a screenshot you can also use screenshot using you know word snippet or something like that but i want to take a clipping of the screen so i can take a clipping of the screen and i might then say okay maybe i'm just going to clip this here and i'll put that in place maybe i don't even need the title because maybe i put the title uh up on the top of the slide so i couldn't crop this so maybe i crop up top and i remove that whoop hold on a second and do that i can i can remove that i can crop that out maybe i want to get rid of the white background you could do that and like this is powerpoint you can say remove the background and then uh i want to keep like this area so i'm just going to keep that till it till it which ones you were messed up keep that keep that and there it is is that one kept i think so so there it is so now you've got your graph there's one little piece down here keep that so there it is and then and then i could i could insert the key then i could say i'm gonna go up here where was it my screen is large so the icons are all a little different screenshot we're gonna insert the key and we can put this over here boom on this side or something like that and you could format it however you would like to you could use a quick formatting tools might be useful over here but you can then format it however you would like to in that way that's one way you might kind of easily add it you know into a presentation without having to export it to excel or anything like that you can also do that or add these graphs to your excel file if you so choose that you can make into a pdf which we might do at the end of this whole presentation but it is somewhat limited it's a lot limited in terms of a graph and it might be better to get used to actually seeing where's the report get the report information exported to excel and then be able to make your graphs because that allows you to know how to make the graphs that allows you to adjust the graphs you can do a whole lot more with the key and the format of the chart and and how you want to represent this information you could actually just take the percentages over here and type that into excel but we're going to do that next time we're going to go to the to this actual report or one of these reports the customer balance report most likely uh customer balance report like this one and we'll export it to excel and then we'll try to create a graph with it it'll be great