Created with Sketch. Visit the QuickBooks Community to find answers and meet other small business owners just like you!

Created with Sketch.

cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Intuit

Customize reports in QuickBooks Desktop for Mac

Learn how to customize reports in QuickBooks Desktop for Mac.

In QuickBooks Desktop for Mac, you can customize any of your reports so they have the data and style you’d like. Here’s how to do it.

How to customize reports

  1. Create a report.
  2. On the report window, select Customize.
  3. From the customize window, choose the tab you’d like to update.

How to customize report options

Depending on the report you’re customizing, you’ll have different fields and options. If you want these to appear every time you open a report:

  1. Select QuickBooks, then select Preferences.
  2. Go to Reports and select Display Customize report window automatically.

Advanced Control more advanced layout options, like if you base your report on the fiscal or calendar year.
Columns (list) The default setting is “Total only”; the report displays a single column for totals, with no column subtotals. To display your report with separate columns for each month within the specified date range, choose Month from the list.
Columns (check list) Select the columns you want included in the report. Column headings with a check mark are included. To “unselect” a column, select it again.
Customer:Job Choose the name you want from the Customer:Job list.
Days Past Due Limit a collections report so that it only shows invoices that are past due by at least a specific number of days. Enter the number of days past due that you want QuickBooks to use as the basis for the report. For example if you enter 15, the report shows all invoices that are overdue by 15 or more days.

Note: This setting overrides the number of days entered in the Aging field of the Filter Transactions window.

Days per aging period?

and

Age through how many days?

Restrict transactions included in the report according to their aging status. In the “Days per aging period” field, type the period of time you want each column to represent. For example, if you type 30, the column headings would be: “Current,” “1-30,” “31-60,” and so on.

In the “Age through how many days” field, type the number of days you want a breakdown of aging intervals for. For example, if you don't want the report to go past 90 days, type 90 in this field.

Delay receipts how many days Produce a more conservative and realistic cash flow forecast by slowing down receipts. (Receipts are usually delayed for several days since customers typically don’t pay until the due date.) This also allows you to account for delays in funds availability that result from bank holds on deposits.

If you leave this field set to 0, the cash flow forecast includes all receipts where the due date falls within the date range for the report. If you type a number greater than 0, QuickBooks doesn't include a receipt until it is that number of days past its due date.

Filters Restrict your report to transactions that meet certain criteria.
Formats Determine how the report breaks down the amounts for time worked. For example, if the format is “Time by job by item,” the report shows much time went into each type of work your company did for each job.

To show how much time each employee worked on each job, choose “Time by job by name.”

Include This field affects subtotal headings in transaction detail reports. When you subtotal a transaction detail report, the report normally includes a subtotal heading only if there are transactions for the heading. To include all the subtotal headings in the report regardless of whether they have transactions.

To include all subtotal headings, select All.

To include only headings that have transactions, select Active.

Open balance/aging Determine how to calculate a customer's open balance on an aging report. You can choose:
Current Shows the customer's open balance as of today. All payments received through today's date are reflected in the open balances that the report shows.
As of report date Shows the customer's open balance as of the ending date of the report. This setting lets you view your customers' open balances as of a date other than today. Payments received after the ending date of the report are not reflected in the open balances that the report shows.
Other Columns Select the columns you want included in the report. Column headings with a check mark are included. To “unselect” a column, select it again.
Report Basis Choose whether you want this report to be based on an accrual or cash basis.

For an accrual-basis report, QuickBooks counts income as of the invoice date and expenses as of the bill date. For a cash-basis report, QuickBooks counts income as of the date you receive the payment and expenses as of the date you pay the bill.

Tip: To change the report basis for all reports, not just for this particular report, choose QuickBooks > Preferences, select Reporting, and then select either Accrual or Cash on the General pane. (Exception: reports that list transactions individually always appear as accrual-basis reports when you create them from the Reports menu. To change one of these reports to cash basis, select Customize in the Report window.)

Report Dates Choose a new date range from the list. You can also type a beginning date for the range in the From field and an ending date in the To field.
Reporting Periods Choose a time interval from the list that you want to use for this report. For example, if you have the reporting period set to one week, the report shows your cash flow at 7-day intervals for the date range you specify.
Row axis Customize the row headings you want for your report. Choose from the list.
Show actuals, Difference, and % of Budget Choose whether the report should show actual amounts in addition to budgeted amounts. When you select the “Show actuals” field, you can also select either or both of the next two fields: “Difference” and “% of budget.” If you select all three fields, QuickBooks displays your budget report with a column showing actual amounts, a column showing the difference between actual and budgeted amounts, and a column showing a percentage comparison between the actual and budgeted amounts.
Sort by Change how QuickBooks sorts the transactions on a report. Transactions normally appear in date order (earliest first) within a specified group. If you want, you can also sort the transactions by amount or by document number.
Total by Change how QuickBooks groups and subtotals the individual transactions on the report.

How to filter report data

When you create a report, it might have more info than you need. Using filters, you can customize your report so you see only the data that’s important to you.

  1. From the Report window, select Customize.
  2. Select the Filters tab.
  3. Select the checkbox next to the filter you want to use.
  4. Scroll, or use the search field, to find the specific filters.

To clear the filters, select Clear All.

  • Account: Limit the report to certain accounts. For example, choose All Bank Accounts from the list to limit the report to the accounts from which you write checks. Choose Selected Accounts to limit the report to specific accounts.
  • Aging: Include only invoices and bills that are past due by a specific number of days. Select < to choose invoices and bills that are past due beyond a specific number of days. Select > to choose invoices and bills that are past due up to a specific number of days.
  • Amount: Use this to see transactions based on a certain amount. Select the =, <, or > button and type an amount in the field. For example, to see a report that shows customers who have purchased more than $500.00 worth of items from you, select the > button and type 500 in the field.
  • Class: See transactions for different classes. Choose the classes you want to include from the list. You can also choose Selected classes to select multiple classes.
  • Billing Status: Use billing status to limit the report to unbilled activities. To do this, select Unbilled.
  • Cleared: Choose transactions for the report based on whether you’ve marked them as cleared or not.
  • Customer Type: Limit the report to transactions related to one of your customer types.
  • Customer:Job: Choose the name you want from the Customer:Job list.
  • Days per aging period? and Age through how many days?. Restrict transactions included in the report according to their aging status. In the Days per aging period field, type the In the Age through how many days field.
  • Detail Level: Limit the report to selected detail lines in a transaction. For example, the line items on an invoice or the expense account detail on a check. When you create a transaction report, you can use this filter to show or suppress the detail lines for each transaction.
  • Due Date: Include only those invoices and bills due within a specified date range.
  • Duration: Restrict length of time, typically for labor. Select Any or = from the pop-up menu, or <, or > and type an amount in the field. For example, to see a report that includes only tasks that are longer than four hours, select > and type 4 in the field.
  • Entered/Modified: Limit the report to transactions entered or edited within a specified date range. This option works with the audit trail report.
  • FOB, Item, Payment Method, Rep, Ship Via, Terms: Limit transactions to fields that appear in sales or purchase transactions. For example, choose All sales items from the Items list and FedEx from the Ship Via list, to include only those sales transactions that show items you shipped by FedEx. Choose Selected ... from one of the lists to choose list items individually.
  • Item: Limit the report to certain items in your inventory.
  • Job Type: Limit the report to transactions related to one of the job types on your Job Type list. For example, a general contractor who has Bathrooms, Family Rooms, and Kitchens as job types could choose Kitchens to limit the report to costs and revenues for kitchen remodels. Using job type as a filter helps you determine how profitable a specific kind of job is to your business.
  • Memo: See transactions based on their Memo fields. QuickBooks finds a match if the transaction's Memo field includes the specified sequence of characters. For example, if you enter pay in the Memo field, QuickBooks matches Memo fields with Pay by June 21 or Please pay immediately.
  • Name: Limit the report to transactions related to certain names from your Customer:Job, Vendor, Employee, or Other Names lists. For example, choose All Vendors from the list to limit the report to transactions related to vendors. Choose Selected Names to limit the report to specific names.
  • Number: Choose transactions based on invoice or check number. To include all transactions within a range of numbers, enter both a beginning number and ending number. To exclude all transactions except for one, enter the number of that one transaction in the first field, and leave the second field blank.
  • Paid Status:  Include only invoices and bills that have a specific paid status of Closed, Open, or Either.
  • Payroll Item: Limit the report to specific payroll items like Vacation Salary, Health Insurance, and Federal Withholding.
  • Posting Status: Posting status of transactions to a register. Most transactions post to a register; for example, when you create an invoice, QuickBooks records the amount in your accounts receivable register. A few types of transactions like estimates, pending sales, and purchase order are non-posting in that they never appear in a register.
  • Received: Include open purchase orders, closed purchase orders, or both.
  • Ship Date: Include only those invoices and cash sales receipts that have a specific shipping date.
  • Source Account: Limit the report to transactions that are from a specific balance sheet account or a group of balance sheet accounts. For example, a profit and loss report normally includes all your company's balance sheet accounts. To show only the checking transactions that contributed to your company's profit, use the Source Account field to select the checking accounts.
    Important: the Source list also shows all of your income and expense accounts. Ignore these accounts when you select the balance sheet accounts. If you also want to restrict the report to specific income and expense accounts, use the Account list to select those accounts.
  • To Be Printed: Restrict transactions based on whether they have been printed or not.
  • Transaction Type: Choose the type of transactions you want included in this report.
  • Vendor Type: Limit your report to transactions related to one of your vendor types.

Choose column headings for subtotals

Some reports let you subtotal amounts in columns for time periods or other factors. For example, you can show weekly subtotals on the Profit and Loss Detail report.

  1. Create a report.
  2. Select Customize.
  3. Select the Filters tab.
  4. Choose an item from the Columns list. If you don't see the column you're looking for, check Show All, and use the search box.

The column immediately appears on the P&L Detail report.

Choose row headings for groups.

If none of the preset reports have the row headings you want, create a custom report.

  1. Select Reports, then select Custom Summary Report.
  2. Select Customize.
  3. Select the Filters tab.
  4. Choose an item from the Row Axis list.

The Custom Summary Report changes to show your choice by row.

 

Change the subtotaling of transactions 

You can group and subtotal the data on a transaction detail report.

  1. Create the transaction detail report.
  2. Select Customize.
  3. Select the Filters tab.
  4. Select an item from the Total by list.

Change the sort order of transactions

Transactions usually appear in date order within a group on a report. You can sort the transactions by amount or document number.

  1. Create the transaction detail report.
  2. Select Customize.
  3. On the Options tab, choose Totals only from the Total By list.
  4. To sort the transactions by amount (biggest first), select Amount.
  5. To sort the transactions by document number (smallest first), select Num.

How to format a report

After you create a report in QuickBooks, you can format your report it looks how you’d like it to. To format a report:

  1. Create a report.
  2. Select Customize, then select the Format tab.

  1. From the Format tab, select the Font & Color for dropdown, and choose the area of the report you’d like to customize.
  2. Choose a font and color, then select Save.

In your reports, you can customize how the numbers are formatted and how negative numbers appear.

  • Number Formats: Choose to divide the number by 1,000 and if you want to include cents or zero amounts on the report.
  • Negative Numbers: If you have negative numbers in your report, you can choose how they’re formatted and if you want them to show in red.

The header is the text that appears at the top of your report. QuickBooks automatically includes your company name, title, subtitle, and the date.

  • Company: This is the company name that will appear on the report. For example, “Rock Castle Construction”.
  • Title: This is the report title, for example, “1099 Detail Report”.
  • Subtitle: This is the report subtitle, for example “January through December 2020”.
  • Date: This is the date you create the report.
  • Show Time Prepared: This will show the time the report was created.
  • Show Report Basis: Choose if the report is either accrual or cash basis.
  • Print Header on: Choose if you want the header on only the first page or on all pages of the report.

The footer is the text that appears at the bottom of the report.

  • Page Footer #: This is what the page number looks like, for example, “pg 1”.
  • Extra Footer Line: This is used if you need another line on the footer. For example, “***CONFIDENTIAL***” .
  • Print Footer on: Choose if you want the footer on only the first page, or on all pages of the report.

The alignment of your report can be customized so the report info is either in its standard format or aligned to the left, right, or center. To change it, select the Alignment dropdown, and choose how you’d like the report aligned. 

If you’d rather use a template as a starting point to format your report, here’s how

  1. Select the Format Setup dropdown, then choose a report theme.
  2. Customize the report theme, then select select Save

How to customize the report sidebar

The report sidebar brings all the report customization options together in a single window. Using the sidebar, you can make changes to your report and see how it affects the report instantly. 

To open or close the panel, select Customize and choose your report settings. QuickBooks will remember the settings for each type of report you create.  

Was this helpful?

You must sign in to vote, reply, or post

Need to get in touch?

Contact us