Set report preferences

By setting your preferences, you can customize reports in QuickBooks to fit your personal style and business needs.

This article is part of a series that covers basic information about reports in QuickBooks Desktop.

• Understand reports
• Set report preferences
• Customize reports
• Create, access and modify memorized reports
• Combine reports from two or more company data files
• Set up and modify Scheduled Reports

To set your preferences for reports:

1. From the QuickBooks Edit menu, select Preferences.
2. On the left pane, select Reports & Graphs then go to My Preferences or Company Preferences tab.

   My Preferences

   This tab allows you to set the way QuickBooks works for you. The settings you choose on this tab apply only to your user account.

   • When Prompt me to modify report options before opening a report is checked, the Modify Report window opens automatically every time you create a report. Select this setting if you frequently make changes on the report content and/or appearance.
   • Reports and graphs preferences determine when and how refreshing occurs.
     • Prompt me to refresh: You get to decide when to refresh a report or graph. You will get the Report needs to be refreshed message whenever a report or graph requires refreshing.
     • Refresh automatically: QuickBooks Desktop automatically refreshes the report every time you make changes to it. Select this option if you want reports to reflect the most recent changes or updates. Note however that this is the slowest of the three options. If you happen to be working with a report or graph in a multi-user environment, you may experience lengthy interruptions if other users are making changes to QuickBooks Desktop data that cause QuickBooks to refresh the report or graph.
     • Don't refresh: QuickBooks Desktop leaves the report or graph alone and no prompts interrupt your work. If you need the reports to reflect the most current data, select  the Refresh button.
   • Graphs only preferences: These preferences determine how QuickBooks displays graphical reports. By default, reports are displayed in coloured 3D but you can choose to Draw Graphs in 2D to create graphs faster. You can also opt to Use pattern to see black and white patterns instead of colours for differentiating bars, pie segments and legend entries.

   Company Preferences

   This tab allows you to set default report preferences for all user accounts. You can only change Company Preferences if you are the QuickBooks Desktop administrator.

   • Summary reports basis determines whether QuickBooks displays reports in Accrual or Cash basis . It applies to most summary reports but does not affect reports that list individual transactions, 1099 reports or sales tax liability reports.
   • The Aging Reports sets the starting point for counting the number of overdue days on reports that track unpaid invoices or bills. This preference affects all aging reports as well as the accounts receivable and accounts payable graphs. Check and change this setting if you have invoices or bills that show as past due on aging reports even though they have not reached the due date yet.
     • Age from due date: the overdue days start from the due date that appears on the invoice, statement or bill.
     • Age from transaction date: the overdue days start on the create date of the invoice and statement or the receive date of the bill.
   • Reports – Show items by determines how reports display the name of the items.
   • Reports – Show accounts by sets whether reports will show the account number or not. If you want to display account numbers in your reports, click Name only or Name and Description.
   • The Classify button under Statement of Cash Flows allows you to reclassify accounts for Statement of Cash Flows report.
   • Format allows you to change the appearance of the report. Clicking this button will open the Report Format Preferences window which allows you to customize Header/Footer and Fonts & Numbers on reports.
3. Select OK to save preferences you set.

Have issues with report preferences?

If your preferences are not working as expected, your report templates are likely damaged. Reverting to the default report formatting may help fix this problem.

1. Back up the QuickBooks company file
2. From the Edit menu, select Preferences.
3. On the left pane, choose Reports & Graphs.
4. Select the Company Preferences tab then select the Format button.
5. In the Report Format Preferences window:
   1. Go to the Header/Footer tab and select Revert.
   2. Go to the Fonts & Numbers tab and select Revert.
   3. Select OK.
6. Select OK to close the Preferences window.