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Customise reports in QuickBooks Online using modern view

by Intuit•12• Updated 1 week ago

Learn how to create custom reports in QuickBooks Online using modern view. The steps may vary depending on your QuickBooks subscription.

Important: Starting in July 2024, we will slowly roll out a new reporting experience for Standard Reports called Modern View. In the Reports centre, if you see this in your report title, you can view and edit the Standard Report using the new modern view report experience. We will gradually make Modern View available for all Standard Reports and remove Classic View, meaning you will no longer be able to switch between the two views. To learn more about this change, see the Frequently asked questions in this article.

Select the appropriate heading based on your subscription for the complete steps.

Customise reports in QuickBooks Online Advanced

Chapters:

0:27 - Create a report

0:56 - Sort and group data

4:21 - Using pivot tables

Create a custom report

Create a report using a wizard or from scratch. If you haven’t yet, sign in to QuickBooks Online as an administrator.

Go to Reports (Take me there) and select + Create new report.
Select the report type, then select Create.
Select the pencil icon , then enter/edit the name of your report.

Customisation Options (steps may vary based on report type)	What you can do
Report period dropdown ▼	Select the report period of your generated data.
Pivot	Select Pivot to summarise and total your report data. Here’s how: 1. Select which fields to categorise in the rows and columns, then select which value field you want to summarise. 2. Select Show totals to add a totals row or column. 3. Once you've selected Rows, Columns, and Values, the report view displays as a pivot table. Switch off Show Pivot Table to return to the original view.
Group by	Select Group by to categorise line items by any column. You can select up to 3 columns to group data. Select Edit group calculations ▼ to calculate totals, averages, or percentages for numeric groups. Tip: When a report is grouped, select expand ▼ to view the details inside that group. When you select a column to group by hierarchy, it automatically becomes the first column on the report. You won’t be able to hide this column. When you select a hierarchical group, you can’t use any other groups to customise your report.
Filter	Select Filter to view only certain entries. Select what you want to filter by, select the operation, then select from the provided values. Tip: You can apply multiple filters on multiple lines using + Add another filter. Choose from one of several columns from the Columns panel and it will also be available under filters.
General options	Select General options to set the Number format, or the Header/Footer fields to be included or the alignment. Select Number format to to divide the number by 1,000 or exclude zero amounts, or round amounts to the nearest whole currency in the report. You can also choose how to show negative numbers. Select Header/Footer to decide what appears in the report header and footer. You can also change the header and footer alignment too.
Columns	1. Select Columns, look for a topic you want to report on, then select it to reveal the available fields. 2. Select any field you want to view in the report. Note: Some fields may not work in a report together. When you select a field, non-compatible fields will be unavailable. If you use custom fields, they appear in this list. 3. To change the order in which selected fields appear, select Reorder, then select and drag the listed fields in the order you want. Select or uncheck checkboxes next to column names to include or exclude them from your report.

Select Save As and Save, to save your report. You can edit the report at any time.

Tip: Select the Export/Print dropdown ▼, then select Export to Excel, and follow the steps to export your data to a spreadsheet to store and access it in the future.

The View options toward the top of the report allow you to:

expand or collapse all groups on the report.
alter the density of data on the report from compact to normal.

Refresh data on the report by selecting the refresh icon . Report data also updates whenever you customise so you don’t need to Run report.

To get even more space for your reports, select the ∧ icon to collapse the top header.

View your custom reports

If you haven’t yet, sign in to QuickBooks Online as an administrator.

Go to Reports (Take me there) and select the Custom reports tab.
Select the report name to open it.

Tip: If you want to view any transaction in your report, select any field in the report row to open the transaction.

Visualise your report

Visualise your report with a chart view to create presentation-ready charts of your report data.

Open your custom report.
Select Chart View.
Select a Chart Type to see how you want to visualise your data.
Adjust which field displays on the Horizontal (X) axis and the Vertical (Y) axis by selecting an option in the dropdowns ▼.
From the Split by dropdown ▼, select an appropriate value, if needed.
Select Save.

Add a chart report to Management reports

You can add chart reports to Management reports to show visualised data:

While viewing your report in Chart View, go to More actions and select Add to Management reports.
Select either Create a new management report or Add to an existing management report.
Either enter the name of the new management report, or select an existing management report.
Select Add.

Add a chart report to your Performance centre

Here is how you can add your customised chart report to your Performance centre as a widget:

While viewing your report in Chart View, go to More actions and select Add to Performance centre.
A push notification shows that your report was successfully added. To view the widget, select "Click here to view" in the notification.

Schedule an emailed report

Here's how to schedule custom reports:

Choose one of the following starting points:
1. From the Standard or Custom reports tab, select more options next to any report that is available in the New Enhanced Experience. Then, select Create a schedule.
2. Open a report that is available in the New Enhanced Experience, select More actions ▼, then Schedule report.
Enter a Workflow name.
Select a start date, then choose how often you want the report to be sent.
Ex: If you want the report sent every other Monday, enter 2, select Week, then select Mo.
Enter the email address you want to send the report to.
Fill out a desired Subject and Message.
Select Save and turn on.

To view the schedule, go to Custom reports, select View all schedules from the Action ▼ dropdown for the relevant report, then select the schedule.

Note: If you need to turn off the scheduled report or update the frequency, go to Settings , then select Manage workflows. Here’s how you can learn more about how to create and manage workflows.

Customise reports in QuickBooks Online Plus, Essentials, and Simple Start

Customisation Options (steps may vary based on report type)	What you can do
Report period dropdown▼	Select the report period of your generated data.
Group	Select Group to categorise line items by any column. You can select up to 3 columns to group data. Tip: When a report is grouped, select expand ▼ to view the details inside that group. When you select a column to group by hierarchy, it automatically becomes the first column on the report. You won’t be able to hide this column. When you select a hierarchical group, you can’t use any other groups to customise your report.
Filter	Select Filter to view only certain entries. Select what you want to filter by, select the operation, then select from the provided values. Tip: You can apply multiple filters on multiple lines using + Add another filter. Choose from one of several columns from the Columns panel and it will also be available under filters.
General options	Select General options to set the Number format, or the Header/Footer fields to be included or the alignment. Select Number format to to divide the number by 1,000 or exclude zero amounts, or round amounts to the nearest whole currency in the report. You can also choose how to show negative numbers. Select Header/Footer to decide what appears in the report header and footer. You can also change the header and footer alignment too.
Columns	1. Select Columns, look for a topic you want to report on, then select it to reveal the available fields. 2. Select any field you want to view in the report. Note: Some fields may not work in a report together. When you select a field, non-compatible fields will be unavailable. If you use custom fields, they appear in this list. 3. To change the order in which selected fields appear, select Reorder, then select and drag the listed fields in the order you want. Select or uncheck checkboxes next to column names to include or exclude them from your report.

Select Save As to save your report. You can edit the report at any time.

Tip: Select the Export/Print dropdown ▼, then select Export to Excel, and follow the steps to export your data to a spreadsheet to store and access it in the future.

The View options toward the top of the report allow you to:

expand or collapse all groups on the report.
alter the density of data on the report from compact to normal.

Refresh data on the report by selecting the refresh icon . Report data also updates whenever you customise so you don’t need to Run report.

To get even more space for your reports, select the ∧ icon to collapse the top header.

View your custom reports

If you haven’t yet, sign in to QuickBooks Online as an administrator.

Go to Reports (Take me there) and select the Custom reports tab.
Select the report name to open it.

Tip: If you want to view any transaction in your report, select any field in the report row to open the transaction.

Schedule an emailed report

Here's how to schedule custom reports:

Choose one of the following starting points:
1. From the Standard or Custom reports tab, select more options next to any report that is available in the New Enhanced Experience. Then, select Create a schedule.
2. Open a report that is available in the New Enhanced Experience, select More actions ▼, then Schedule report.
Enter a Workflow name.
Select a start date, then choose how often you want the report to be sent.
Ex: If you want the report sent every other Monday, enter 2, select Week, then select Mo.
Enter the email address you want to send the report to.
Fill out a desired Subject and Message.
Select Save and turn on.

To view or disable the schedule, go to Custom reports, select View all schedules from the Action ▼ dropdown for the relevant report, then select the schedule.

Frequently asked questions about Modern view reporting

What are the benefits of Modern View reports?

With the Modern View report experience, you can:

Quickly customise with drag and drop fields, filters, and charts to create your own reports.
Save and share your reports with others in your organisation.
A new data engine that can handle large volumes of data and complex calculations. You can run reports faster and get insights quicker.

Why are you making the change to Modern View reports?

We are making this change to improve the quality of our reports and provide you with a better experience. Modern View reports offer a more user-friendly interface, improved functionality, faster load times, and quicker development of new reports.

When will I get Modern View reports?

We understand that change can take some time to get used to. That's why we're gradually transitioning to Modern View reports over the course of a year.

Starting soon, until July 2024, we'll be migrating reports for QuickBooks Online Simple Start, Essential, Plus, and Advanced subscriptions (the number of reports may vary depending on your subscription).

How will I know about the changes?

Don't worry, we'll notify you in advance each month when specific reports are scheduled to migrate. You'll receive an early in-product notification.

What are the first reports to use the Modern View?

Open Purchase Order List report
Transaction List by Supplier report
Cheque Detail report
Purchases by Location Detail report
Purchases by Product/Service Detail report
Purchases by Class Detail report
Purchases by Supplier Detail report

What will happen to any custom reports that I already have?

If you have any custom reports already saved, they will be placed in the Custom reports tab of the Reports centre.

These reports will remain unaffected for now, but we plan to migrate them to Modern View later in 2024.

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