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Customize customer, job, and sales reports

QuickBooks Desktop allows you to easily manage and keep track of your sales and accounts receivable through a wide selection of predefined customer, job, and sales reports. You can also customize these reports to get the information you need.

The articles in this series will help you:

Note that available columns and filters differ for each report/group of reports because each draws information from the company file differently. Understanding the concept of source and targets is particularly important when customizing reports.

Taxable customers

The report is a list of all customers that have a taxable sales tax code.

  1. From the Reports menu, select Customers and Receivables, then Customer Phone List.
  2. Select Customize Report.
  3. On the Display tab, uncheck Main Phone.
  4. Scroll down the column list then check Sales Tax Code.
  5. Select the Filters tab.
  6. From the Filters list, select Sales Tax Code and from the drop-down, select All Taxable Codes or tax depending on your need.Note:You may want to try one then the other to see which one gives you what you need.
  7. Select OK. You will see a report showing you all customers who are taxable.
  8. Select Memorize to save the report for future reference.

Sales Receipts that show check number for the payment

This report shows the check number specified by the user when they enter a sales receipt.

  1. From the Reports menu, select Customers & Receivables, then Transaction List by Customer.
  2. Select Customize Report.
  3. On the Display tab, check to add P.O. # and Pay Meth columns.
  4. Select the Filters tab.
  5. From the Filters list, select Transaction Type.
  6. From the Transaction Type drop-down, select Multiple Transactions then add Sales Receipts and Payment.
  7. Select OK.

Sales by state

This report shows sales by state/province. This is particularly helpful if you want to see sales location trends or if you need to correct sales tax for a specific state.

  1. From the Reports menu, select Sales, then Sales by Customer Detail.
  2. Select Customize Report.
  3. On the Display tab:
    1. From the Columns list, select Name State/Province.
    2. Select the Total by drop-down, then choose Total Only.
    3. Select the Sort by drop-down, then choose Name State/Province.
  4. Select OK.

Daily sales report totaled by payment method

Follow these steps to create a report of payments totaled by payment methods:

  1. From the Lists menu, select Customer & Vendor Profile Lists, then Payment Method List.
  2. Right-click any payment method and select QuickReport.
  3. Select Customize Report.
  4. Set the appropriate date range.
  5. Go to the Filters tab and from the Filters list, then choose Payment Method.
  6. From the Payment Method drop-down, select Multiple Payment Methods.
  7. Select the payment method you want to show on the report.
  8. Select OK.

Sales Order report grouped by customer with Item Name displayed for open items only

The default Sales Order by Customer Report does not include Item detail and just displays the total amount of the Sales Order rather than just what is open. The Sales Order by Item Detail Report cannot be grouped by customer. To get this information, you need to customize the existing Open Purchase Orders by Job report.

  1. From the Reports menu, select Purchases, then select Open Purchase Order by Job.
  2. Select Customize Report.
  3. On the Display tab, choose the following columns: Type, Date, Num, Source Name, Item, Item Description, Qty, Open Balance and Amount.
  4. Go to the Filters tab, then choose the following filters:
    • Transaction Type = Sales Order
    • Paid Status = Open
    • Received = Either
  5. Select the Header/Footer tab and change the Report Title to Open Sales Order Detail by Customer.
  6. Select OK.
  7. Select Memorize to save this report for future use.

Customer payments and the invoices and deposits to which they are linked

This report is based on the Check Detail report. It shows customer payments you have received and the invoices and deposits to which the payments are linked. When formatted properly, it can function as a Customer Remittance report showing each Invoice and each Customer Payment.

  1. From the Reports menu, choose Banking, then select Check Detail.
  2. Select Customize Report.
  3. On the Display tab, choose the appropriate date range.
  4. Go to the Filters tab and remove all selected filters under the Current Filter Choices.
  5. Select the filter for Transaction Type, then choose Payment.
  6. Select the filter for Detail Level, then choose All Except Summary. Note that if the Detail Level filter is selected as Summary Only, it will only show linked deposits. You can filter this report for specific customers by choosing the Name filter and narrowing down to a single name or type of name.
  7. Select OK.

Payments linked to open invoices

Creating a report to show all payments on open Invoices would require a filter to see if the Payment/s are linked to an open invoice. The Check Detail report and the Deposit Detail report shows the link but do not total the payments. To get a total of all payments for open invoices, export the Deposit Detail report to MS Excel using the Advanced option for Auto Filtering.

  1. From the Reports menu, choose Banking, then select Deposit Detail.
  2. Select Customize Report.
  3. Select the date range.
  4. Go to the Filters tab, then choose the following filters:
    • Account = All Accounts Receivable
    • Transaction Type = Invoice
    • Detail Level = Summary Only
    • Paid Status = Open
  5. Select OK.
  6. Select Excel at the top of the report then choose Create New Worksheet.
  7. On the Send Report to Excel window, choose the option you want to proceed with.
  8. Select Export.
  9. In the MS Excel Worksheet:
    1. Delete all of the invoices that do not show a linked payment.
    2. Move each of the invoice amounts on cell to the right.
    3. Under the payments, insert a Sum function, that will show you the total of the payments.

Amounts on estimates

This report shows the outstanding amounts on estimates.

  1. From the Reports menu, select Jobs, Time & Mileage, then Estimates by Job.
  2. Select Customize Report.
  3. On the Display tab, check to add the Open Balance column. Uncheck any unneeded columns.
  4. Select the date range, then select OK.
  5. Select Memorize this report for future use.

Estimates by job

This report lists all active estimates assigned to a customer or job and allows you to see at a glance how many estimates exist for each customer/job.  To open any of the estimates listed, double-click the transaction.

Open invoices as of a selected date

  1. From the Reports menu, select Customers & Receivables, then select Open Invoices.
  2. Select Customize Report, then select Advanced.
  3. In the Open Balance/Aging area, select As of Report Date/Report Date.
  4. Select OK in the Advanced Options, then in the Customize Report window.
  5. Enter the correct date on the report.
  6. Select Memorize to save this report for future use.

Customer invoices sorted by Invoice Number

This report shows all invoices for all customers sorted by Invoice Number.

  1. From the Reports menu, select Custom Reports then select Transaction Detail.
  2. On the Display tab:
    1. Set the date range.
    2. Select the Sort by drop-down and choose Num.
  3. On the Filters tab, set the following filters:
    • Transaction type = Invoice
    • Detail Level = Summary only
  4. Select OK.
  5. Select Memorize to save the report for future use.

Open invoice with items sold and subtotaled by customer

  1. From the Reports menu, select Custom Reports, then select Transaction Detail.
  2. In the Display tab, check to add Item, Item Description, and Qty columns.
  3. Select the Filters tab.
  4. Add the following filters:
    • Detail Level = All Except Summary
    • Transaction Type = Invoice
    • Paid Status = Open
  5. Select OK.
  6. (Optional) From the Total By drop-down list at the top of the report, select Customer.

Customer:Job status, date, and estimate totals

This helps job-related businesses that may need a report showing the job status, start and end dates, and estimate totals.

  1. From the Reports menu, select List, then select Customer Contact List.
  2. Select Customize Report.
  3. On the Display tab, select Job status, Estimate Total, Start Date and Projected End columns.
  4. Remove any unwanted columns. You may want to add Balance Totals (for invoice balances).
  5. Select Filters, then choose the same filters, as needed.
  6. Select OK.
  7. (Optional) Go to the Header/Footer tab to rename the report title.
  8. Select Memorize to save this report for future use.

A sales by rep report based on gross profit

Many companies pay commissions to sales reps based on Gross Profit rather than the gross of the sale. This enables companies to maintain a profitability on an item if it is deeply discounted. The Sales by Rep report is based on the item total and not the gross profit. To create a sales by rep report based on the gross profit, follow these steps:

  1. From the Reports menu, select Custom Reports, then select Summary.
  2. On the Display tab, select Rep in the Display Rows by drop-down.
  3. Select the appropriate date range.
  4. On the Filters tab, select Accounts, then Multiple Accounts filter.
  5. Check to select the appropriate Income and Cost of Goods Sold accounts.
  6. Select OK.
  7. Select Memorize to save this report for future use.

Customers and their associated price levels

QuickBooks does not have the option to display customers and their associated price levels in Reports. However, you can create a different report which shows the price levels per customer.

To see the price level field:

  1. From the Lists menu, select Add/Edit Multiple List Entries.
  2. In the Add/ Edit Multiple List Entries window, select the List drop-down, then choose Customers.
  3. Select Customize Columns.
  4. In the Available Columns pane, scroll down and select Price Level, then select Add in the middle.
  5. With the Move Up button, arrange the columns so the Price Level is next to the Name or Job column.
  6. You can edit the field but you cannot print or export the report.

To print or export price level reports:

  1. Create an IIF file and open it in MS Excel.
    1. Export your Customer List.
    2. Go to the location of the file.
    3. Right-click the export file and choose Open with.
    4. Select Excel and the file will open in Excel.
  2. Find the information you need.
    1. In the Excel spreadsheet, scroll down Column B until you see the word NAME in a cell.
    2. The customer names will be listed in the cells below.
    3. Scroll across the spreadsheet in the same row where the NAME cell was found. At the end of the row you will see PRICE LEVEL.
    4. Listed below are all the Price levels associated with these customers.
  3. Clean up the Spreadsheet.
    1. Delete (or hide) the rows above the one where the NAME and the PRICE LEVEL cells were found.
    2. Delete any other columns in between NAME and PRICE LEVEL that you do not wish to see in your report.
  4. When saving the file.
    1. Excel will give you a message: [File Name] may contain features that are not compatible with Text (Tab delimited). Do you want to keep the workbook in this format?
    2. Select Yes.

Job Profitability Summary report with Inventory Adjustment assigned to a Customer:Job

This report includes inventory adjustments and accurate job costing.

  1. From the Reports menu, choose Jobs, Time, & Mileage, then select Job Profitability Summary Report.
  2. Select Customize Report, then select the Filters tab (For QuickBooks for Mac, choose the Filters icon).
  3. Under the Filters tab, select Account.
  4. Select the Accounts filters and from the account filters drop-down, then select All Accounts.
  5. Select OK to save the changes and memorize the reports if necessary.

Job Profitability Detail Report For Paid Invoices

This report shows only Paid invoices by the invoice date. NOT the date they were paid.

  1. From the Reports menu, choose Jobs Time and Mileage, then select Job Profitability Detail.
  2. Choose the desired Customer, then select OK.
  3. Select the Customize Report option.
  4. Under the Filters tab, select the filter for Paid Status, then choose Closed.
  5. Select OK to generate the customized report.

Report for Missing Invoices

  1. From the Reports menu, select Banking, then choose Missing Checks.
  2. Choose the Accounts Receivable account that you used in your invoices.
  3. Select the Customize Report option.
  4. Under the Filters tab, select the filter for Transaction Type, then choose Invoice.
  5. Select OK to generate the customized report.

Note:  ***Missing Numbers Here*** warning message will be displayed where there is a Missing Invoice.

Unbilled Cost/Reimbursable Expenses in Mac

This report shows all of the unbilled jobs by customer. If you have unbilled costs that have already been billed, they will not show up on this report.

To create the reimbursable expenses report:

  1. From the Reports menu, select Jobs, Time & Mileage.
  2. Select Unbilled Costs by Job report.
    • If you want to only see Billed costs:
      1. In the Unbilled Jobs by Cost report, click the Filters button.
      2. From the Billing Status drop-down, select Billed, then select Apply.
    • If you want to only see Unbilled costs:
      1. In the Unbilled Jobs by Cost report, then select the Filters button.
      2. From the Billing Status drop-down, select Unbilled, then select Apply.
    • If you want to see Billed and Unbilled costs:
      1. In the Unbilled Jobs by Cost report, select the Filters button.
      2. From the Billing Status drop-down, select Any, then select Apply.

Advanced Reporting: Information at your fingertips.

QuickBooks Desktop Pro and Premier users can get advanced reporting features by upgrading to QuickBooks Desktop Enterprise. Give us a call at 888-566-4671 and see if it's right for you.

 

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