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Level 1

How do I hide inactive customers in Balance Detail Report?

I'm using QB to keep track of rental property and the residents' accounts. After a tenant moves out, the customer becomes "inactive" but there is no way to filter "active only" customers in the Balance Detail Report. I only have 6 customers but like 20 other old customers showing in my Balance Detail Report... which makes it very difficult to find my active tenants.

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Best answer 12-10-2018

Accepted Solutions
Level 6

If the tenant had transactions during the date range of t...

If the tenant had transactions during the date range of the report, they are going to show on the report, even if they are inactive.

View solution in original post

8 Comments
Level 6

If the tenant had transactions during the date range of t...

If the tenant had transactions during the date range of the report, they are going to show on the report, even if they are inactive.

View solution in original post

Level 1

Some tenants on list have been gone for more than 2 years...

Some tenants on list have been gone for more than 2 years and have 0 balance, still on list.
Level 15

"Some tenants on list have been gone for more than 2 year...

"Some tenants on list have been gone for more than 2 years and have 0 balance, still on list."

Then you have Open balances and open payments never applied against each other.

An Open Balance report or AR reports should not show anyone, if their balance is 0. If you see the name, then the math is 0, but the cross-posting transactions are not applied to each other.

If you run a Balance Detail, that is the review of the customer's entire activity, so the point of this report is to see if they are at 0 or not.
Level 15

If you are using the Job Info fields for "move in, move o...

If you are using the Job Info fields for "move in, move out, and Status" then you can filter that report on Job Status = select what you want, but ignore Closed.

Level 1

Re: "Some tenants on list have been gone for more than 2 year...

I'm having a similar problem.  A former unit owner, marked inactive,  shows up when I run a detail balance report.  I ran a report to see all open balances (current year), but she doesn't show up there.  I changed the open balance criteria to "All", and again she is listed (despite being marked inactive) but there is no balance.  So I ran another report to see every transaction for all time. All her prior transactions are properly paired (invoice to payment, credit memo to invoice), and there is a zero balance. 

So why does she keep showing up?

 

QuickBooks Team

Re: "Some tenants on list have been gone for more than 2 year...

Hi @ChrisF_060,

 

Allow me to join this conversation and provide some insights about this query.

 

As what @lyndaartesani stated above, as long as a customer had transactions on the date range you selected, even if they're inactive or have a zero balance, they will appear on that report.
 

Although we don't have an option to exclude inactive customers or those with zero balances in the report, you can manually select the customer you want to see on the report by using Filters.

 

Let me show you how:

  1. Go to the Reports tab.
  2. Choose Customers & Receivables.
  3. Select Customer Balance Detail.
  4. Tap the Customize Report tab.
  5. Go to the Filters tab.
  6. From the Filters box, select Name.
  7. From the Name drop-down, click Multiple names.
  8. Mark the customers with pending balances.
  9. Click OK twice.
  10. Update the report Dates.

To give you a more in-depth guide of customizing your customer reports, take a look at this article: Customize customer, job, and sales reports. Examples of customization are taxable customers or sales receipts that show check numbers for payment.

 

Let me know if you need further assistance by leaving a comment below. I'll get back to you as soon as I can.

Level 1

Re: "Some tenants on list have been gone for more than 2 year...

I've already customized reports.

I've already ascertained that there are NO outstanding invoices, balances, credit memos or anything else related to this "old" unit owner that has not been properly handled.

Yet she keeps showing up.

Again, there is NOTHING that would cause her to be seen as having any sort of balance or outstanding invoice or credit memo.

And the dates of my reports are 2019 dates, but she left in 2014.

It makes absolutely no sense to me.

And if no one has any further suggestions, then I'm just going to have to dump the reports out to Excel, hide the rows she appears in, and go on from there.

Thanks!

QuickBooks Team

Re: "Some tenants on list have been gone for more than 2 year...

Hello there, ChrisF_060.

 

I appreciate you for sharing the results of the steps that you've taken so far.

 

In the meantime, you can use your workaround which is to export the report to excel and customize it to hide the information you don't want to show in the report.

 

However, I want to make sure this get's resolved. If you've done all of those but the inactive customer is still showing in the Balance Detail Report, I recommend contacting our QuickBooks Care Team for further investigation. If needed, they can initiate a screen sharing to take a closer look and investigate the issue.

 

Here's how you can reach us:

  1. Click Help at the top menu.
  2. Select QuickBooks Desktop Help.
  3. In the Have a Question? window, click Contact us.
  4. Enter the details of your concern and click Continue.
  5. Choose how you want to reach them and enter the needed information.​

I look forward to serving you at my best. That said, you can reach me anytime by posting a response below.

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