Table of Reports

Browsing the Reports menu can be rather time-consuming, so I have done it for you. Below is a table of the reports XE "reports:table of" XE "table of reports" found in QuickBooks Pro 5.0, with all the options active: inventory, sales tax, purchase orders, full payroll, estimates, 1099 tracking, time tracking and job tracking. The earlier versions have most of these reports.

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The reports menu will list reports for active functions. Absence of any reports from the menu indicates that the related function is turned off (or if it is not included in your version.)

Many of the special reports are in fact customized with filters, etc. In order to see what should be in a report, what transactions are included and which are excluded, the only way is to open up the customization and see what is set up in the report.

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Default date options are shown for a few reports. Note that Month-to-Date vs Previous or Year-to-Date vs Previous compare to a time span from the beginning of the previous period to a “like” date in that period, the analog of the current date.

Selected detail reports accessible by zooming from summary reports are listed. In some cases these are only slightly different from other detail reports triggered directly from the menus. Many other detail reports can be displayed by zooming.

Asterisks ( * ) in the table denote explanations below the table, indicating information that I found in the reports, and expect that you will find useful. [Brackets] signify a few reports that are available only by zooming from numbers in another report. In many cases, these are only slightly different from a directly selected detail report.

In order to keep the table from being even larger, the comments are limited to providing guidance on which reports you may want to explore. The broad capability and flexibility of the system imply that there is no substitute for understanding it.

Reports in QuickBooks Pro 5.0 (Barbara, please find a better font.)

Group	Reports	Comments

Profit and Loss	(common to all P&L:)	Accounts: all income and expense, only*
(Income Statement)	Standard	Current month to date (default for “Standard”)
	YTD Comparison	Month to date and fiscal year to date
	Previous Year Comparison	Current FY to date and prev FY to like date
		of that year; differences $ and %
	By Job	Column for each active job; This FY to date
	By Class	Column for each active class; This FY to date
	Itemized	Detail of income and expense items;
		may want to remove columns.
	Inc by Customer Summary	Net income by customer; this FY to date
	Inc by Customer Detail	Same with item detail
	Exp by Vendor Summary	Expenses by vendor, this FY to date
	Exp by Vendor Detail	Same with item detail
Balance Sheet	Standard	As described in text*
(Statement of	Comparison	Two dates, this FY and prev; changes $ & %
Financial	Summary	By balance sheet account types
Position)	Itemized	Details; transactions in subject time period

A/R Reports	Aging Summary	Customers and amounts overdue by month
	Aging Detail	Invoices current or by time overdue
	Open Invoices by Customer	Customers: invoices, amounts, due dates
	Collections Report	Same, plus contact person and phone number
	Customer Balance Summary	List of customers and balances due
	Customer Balance Detail	Invoices and payments, by customer
Sales Reports	By Item Summary	Sales by item type and item, with % *
	By Item Detail	Invoice detail by item and item type
	By Customer Summary	Sales by customer for a time period
	By Customer Detail	Invoices, CM’s and cash sales by customer:job
	By Rep Summary	Gross Sales summarized by salesperson
	By Rep Detail	Invoice line items by sales person
	Pending Sales	Problem -- see text*
Purchase Reports	By Item Summary	Items purchased (but not expenses)*
	By Item Detail	Same, line item detail
	By Vendor Summary	Items (but not expenses)* purchased, by vendor
	By Vendor Detail	Same, line item detail
	Open Purchase Orders	Show Open/Show all button
Inventory Reports	Stock Status by Item	Description, item count, etc. No dollars
	Stock Status by Vendor	Stock, by preferred vendor
	Valuation Summary	Purchase and resale value of items
	Valuation Detail	Purchased this period plus total on hand
	Physical Inv’t Worksheet	Stock per record, pref vendor, space for count
	Price List	Resale prices of all items*
A/P Reports	Aging Summary	Bills by vendor and due or time overdue
	Aging Detail	Bills detailed, total by due date range
	Unpaid Bills Detail	Detail of unpaid bills, total by vendor
	Sales Tax Liability Report	Plus non-taxable sales. See text.*
	Vendor Balance Summary	Payables by vendor. Default all dates.
	Vendor Balance Detail	Same, detail of bills
	1099 Report	Information for Form 1099-MISC
	1099 Detail	Details of 1099 report
Budget Reports	P&L Budget Overview	P&L Info from Activities Set\|Up Budgets
	P&L Budget vs Actual	Flexible, can be 208 columns wide!
	P&L Budget by Job Overvw	Details from Activities\|Set Up Budgets. Slow
	P&L Bud vs Actual by Job	Income & Expense by job, budget vs actual.Slow
	Balance Sheet Bud Ovrvw	Balance Sheet Info from Set Up Budgets
	Bal Sheet Bud vs Actual	Account actual positions vs budgeted

Transaction Reports	By Date	... as seen in source accounts. See text.*
	By Customer	Basic transactions with each customer
	By Vendor	Basic transactions with each vendor
Transaction Detail R	By Account	Both ends of transactions, by acct, date
	By Date	Both ends of transactions, by date
Payroll Reports	Summary by Employee	All payroll accounts, employees in columns
	Employee Journal	Rows: Employees. Columns: Accounts
	Liabilities by item	(Well described; no comment)
List Reports	Customer Phone List	Name, phone, add other columns
(QuickBooks 5)	Customer Contact List	Phone list plus contacts, bill to
	Vendor Phone List	Name, phone, add other columns
	Vendor contact List	Name, balance owed, phone, acct number
	Accounts: Income Tax	Accounts, types, tax line assigned
	Accounts: Detail	Above plus balance, description
	Items: Price List	Items, descriptions, prices, pref vendor*
	Items: Memorized Trans	Memorized transactions, source acct
	Payroll Items	Payroll Items, exp acct, Liab acct, etc
	To Do Notes	Date, description, done
	Terms	Terms detailed
Project Reports	Job Administration	Customer info and job status. No $. QB4*
	Job Profitability Summary	Costs vs revenues by customer and job
	[Job Actual Cost Detail]	Zoom from Profitability Summary or Est vs Act
	[Job Actual Revenue Detail]	Zoom from Profitability Summary or Est vs Act
	Job Profitability Detail	Pick customer:job. Costs vs revenue.
	Job Estim vs Actuals Sumry	All jobs, cost & revenue, estimates vs actuals
	Job Estim vs Actuals Detail	Customer from Filter Name
	Job Progress Invoices vs Est	Customer:job Estimates, invoiced progress
	Item Profitability	Cost vs Revenues by item
	[Item Actual Cost Detail]	Zoom from Item Profitability
	[Item Act Revenue Detail]	Zoom from Item Profitability
	Item Estimates vs Actuals	Cost & revenue, estimates vs actuals, by job
	[Item Estim Cost Detail]	Zoom from Item Estim vs Actuals
	[Item Estim Revenue Detail]	Zoom from Item Estim vs Actuals
	Item Profitability	Actual Cost vs Actual Revenue by item
	[Item Actual Cost Detail]	Zoom from Item Profitability
	[Item Actual Revenue Det]	Zoom from Item Profitability
	Item Estimates vs Actuals	Estimated Cost vs Actual Cost by Item
	Time by Name	Hours by employee, for customer, when
	[Time Activity Detail]	Zoom from Time by Name or Time by Job, etc
	Time by Job (Name, Item)	Customize for Items and/or Names
	Time by Item	Customize for Jobs or Names
	Time Activity Detail	Detail of employee hours on jobs
Other Reports	Cash Flow Forecast	Based on invoices and bills entered. See text.*
	Income Tax Summary	Sums transaction by income tax line
	[Tax Line by Account]	Zoom from Income Tax summary
	Income Tax Detail	Transaction by income tax line
	Check Detail Report	Payees, accounts, and amounts; pay checks
	Missing Check Report	Checks by number, missing and duplicate noted
	[Invoices by Number]	Use Missing Checks, specify Accts Receivable
	General Ledger	Analysis of every account, limit with Filter
	Trial Balance	What the accountants asked for
	[Transactions by Account]	Zoom from Trial Balance
	Journal	Details of every transaction
	[Transaction Journal]	Detail of >amount< on another report*
	[Transaction History]	History of >amount< on another report*
	Audit Trail	Changes to transactions, if turned on
Custom Report	(summarizes transactions)	Same as P&L Report; no Balance Sheet Accts

Sales by Item Summary does not include item totals, apparently because this would usually be adding apples to oranges. If you really need item counts, the report can be printed to a spreadsheet file, and manipulated in a spreadsheet program.

Purchase Report by Item Summary and By item detail list items. Any purchases on an Expense tab are not included.

Transaction Report|By Date might be described as a single-entry bookkeeping report. It shows only the primary entries, not the reverse transactions. These are shown in the Transaction Detail Reports. More in the section above on these reports.

List Reports can also be called up from a button at the bottom of the respective list. From most lists, you can choose between a brief report and a comprehensive report. Other forms may be had by deleting columns from the comprehensive report.

Price List is XE "price list" among List Reports in QuickBooks 5, and under Inventory Reports in earlier versions.

Job Administration Report in QuickBooks 4 was replaced by a list report. From the Customer:Job list, create a Customer Contact List Report, and customize to add a Job Status column

Sales tax: the earliest versions of QuickBooks did not track non-taxable sales by tax district, so the Sales Tax Liability Report cannot show this information as converted. Current sales will be included correctly, provided the item and customer setup is correct.

Pending Sales report XE "Report, Pending Sales" gave results only with special tuning. You can click on Filters, then scroll to the top and click on Selected Accounts, and you will see that all accounts are checked . Scroll to the very bottom of that list. Estimates needs to be checked. Then you get a report of all estimates designated as pending. If this proves useful, the corrected form should be memorized. This may be changed in an update.

Custom Report is identical to the P&L report, and will not show balance sheet accounts. The Windows versions have no report equivalent to the Summary Report of the DOS versions. For a special report including balance sheet accounts, start with a transaction report or transaction detail report.

Cash Flow Forecast is not a crystal ball. It is based on transactions currently recorded, including your sales invoices and bills (invoices) from vendors, according to due date. Not listed are future payroll disbursements, or any memorized transactions. Transactions could be entered representing future activity, but would soon get impossibly tangled. Such analysis would be better handled with a temporary shadow company file, made by copying the file in the Windows system (Chapter 23 or Chapter 24.) Then projected transactions could be entered freely. To avoid confusion, it would be well to edit the principle accounts to have highly distinctive colors.

Transaction Journal and Transaction History reports have a special route for access. With another detail report displayed, click once on a transaction with the (z) and park the pointers on the transaction. Then, from the menu, call up the Journal or History report.

Topic revision: r1 - 01 Oct 2008 - 10:17:44 - MikeBlockQuickBooksCPA

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