Customer balance report

Hi there, @reb3. Let me help you run the report you need in QuickBooks Desktop (QBDT).

I've replicated your issue in my sample company file, and I can see all customers associated with Rep.

If there's a representative (Rep) associated with the transaction, I advise checking it again. If it does, you can consider deleting and recreating the transaction. Then, run the report again. 

If the issue still persists, I suggest updating QuickBooks Desktop to the latest release. Aside from improving the software's performance, it also fixes common and complicated errors.

Here's how:

1. Click the Help tab in the upper-right corner, then select Update QuickBooks Desktop.
2. Go to the Update Now tab.
3. Select the updates you want to include.
4. Put a checkmark on the box beside Reset Update.
5. Click Get Updates
6. Close and re-open QuickBooks.

To learn more about running reports in QBDT and how you can personalize it to generate what you need, see these articles:

• Understand reports
• Customize reports in QuickBooks Desktop

As always, feel free to check out our help articles in case you need tips and related links while working with QuickBooks in the future.

Let me know if you have other concerns while running reports or managing QuickBooks. I'll get back to you right away. Have a great day.

@reb3  RE: I've tried using the filters to customize report by Rep, but it does not inlclude all customers per that Rep, and only displays a few.

This will happen when the sales transactions themselves don't include a rep.  This is because the display of and filtering for Rep is based on the Rep saved on the transaction, not the one on the customer record, if any.

RE: How can I get a customer balance report sorted by Rep?

There is a way, but not by starting with any of the canned A/R or sales report. At least I can't find one.

To do this,

- Start with a Standard Balance Sheet.

- On the Balance Sheet, double-click on the A/R account balance, or on the total of A/R accounts' balances if you have more then one A/R account.

- Once the Transaction by Account report appears, click the Expand button at the top of the report, if you see it. It will change its label to Collapse.

- Then click the Customize Report button and make the following changes:

- On the Display tab:

   - Add the Open Balance column.

   - Remove unwanted columns.

   - Select Total By: Rep

   - Select Sort By: Name

- On the Filters tab:

   - Delete the Date filter.

   - Add the Paid Status filter, setting the value to Open.

Click OK to run the report.

Back on the report, you can drag the resulting columns around as desired.

On the report you'll see each Rep as a section and the open transactions (usually Invoices) sorted within the Reps section by customer Name. At the end of the report you'll see open/unpaid A/R transactions with no Rep. You can double-click on Invoices and Credit Memos that have no rep and assign one.

The report can be made to look like this:

Note that under the "No sales rep" section you might see transactions that probably really should be paid/applied, like Payments and Refund Checks with an open balance.  If you see them and that's unexpected, this can help you clean up your A/R data.

Also, if you like the report, note that you can memorize it and then run it from the Memorized Reports list later.