QuickBooksHelpIntuit

Customize reports in QuickBooks Desktop for Mac Plus

by Intuit•3• Updated 2 weeks ago

Learn how to customize reports in QuickBooks Desktop for Mac Plus.

You can customize reports in ways that work best for you and your business. Choose what info to show, change how it looks, and save your favorite setups to use again. Here’s how.

Go to the Reports tab.
Select the report you want to customize, then select Customize.

Customize report options

You’ll have different fields and options to customize a report. Here’s how.

Go to the Reports tab, then select any report.
Select Customize. This opens the customize panel of the report.

Hide rows or columns

You can hide rows for jobs or sub accounts and show totals only for the parent account.

You can hide columns for jobs or sub accounts and show totals only for the parent account.

Filter your report data

Your report can have extra details. Use filters to show just the right information. Here’s how.

Go to the Reports tab.
Open a report, then select Customize.
Select Filters.
Search for the filter you want or select Show All to see all types of filters.

Tip: You can clear the selection for filters to turn them off.

Know the types of report filters

Report filter type	Description
Account	Filter the report to certain accounts. Select All Bank Accounts from the list. This only shows accounts where you write checks. Select Selected Accounts to filter the report to specific accounts.
Address	Use the 12 new report filters in QuickBooks 2024 to sort by name or ship to address. Name Contact Name Address Name Street1 Name Street2 Name City Name State Name Zip Ship to Address 1 Ship to Address 2 Ship to City Ship to State Ship to Zip
Aging	Filter overdue invoices and bills by a specific number of days. Select < to include those overdue by more than the specified number of days. Select > to include those overdue by up to the specified number of days.
Amount	View transactions based on a certain amount. Select =, <, or > and type an amount in the field. Example: Select > and type 500 in the field. This lets you view customers who bought more than $500.00 worth of items from you,
Class	View transactions for different classes. Select the classes you want to include from the list. Select the Selected classes to view multiple classes.
Billing Status	Use billing status to show only unbilled activities. Select Unbilled.
Cleared	Select transactions for the report based on whether you've marked them as cleared or not.
Customer Type	Filter the report to transactions related to one of your customer types
Customer:Job	Select the name you want from the Customer: Job list.
Days per aging period? and Age through how many days?	Filter transactions included in the report according to their aging status.
Detail Level	Filter the report to selected detail lines in a transaction. View items on bills and costs on checks. This filter lets you show or hide these details.
Due Date	Include only the bills and invoices that are due within the specific date range.
Duration	Set a time filter, usually for work. Select Any or =, <, or > from the menu and enter a number in the box. Example: To view a report that includes only tasks longer than four hours, select > and type 4 in the field.
Entered/Modified	Filter 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	Filter transactions to fields that appear in sales or purchase transactions. Select Selected from one of the lists to select list items individually.
Item	Filter the report to certain items in your inventory
Job Type	Filter the report to transactions related to one of the job types on your job type list. Using job type as a filter helps you see how profitable a specific job is for your business.
Memo	View transactions based on their memo fields. QuickBooks finds a match if the transaction's memo field includes the specified sequence of characters. Example: If you enter "pay" in the memo field, QuickBooks matches it with "Pay by June 21" or "Please pay immediately."
Name	Filter the report to transactions related to certain names from your Customer, Job, Vendor, Employee, or Other Name lists.
Number	Select transactions based on invoice or check number. To filter for a range of transactions, you must enter both the beginning and ending numbers of the range. To filter for only one transaction, you must enter the transaction number in the first field only.
P.O. Number	Filter the report to display transactions matching a range of purchase order numbers.
Paid Date	Include only invoices that have a specific paid date.
Paid Status	Include only invoices and bills that have a specific paid status of closed, open, or either.
Payroll Item	Filter 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, such as invoice creation, post to the appropriate register (for example, accounts receivable.) Some transactions, such as estimates, pending sales, and purchase orders, don't post and don't appear in your register.
Received	Include open purchase orders, closed purchase orders, or both.
Ship Date	Include only invoices and cash sales receipts with a specific shipping date.
Source Account	Filter the report by balance sheet account. Select one account or a group. See checking transactions that made money. Select checking accounts in the source account field. Important: The source list shows all income and expense accounts. Skip these when choosing balance sheet accounts. Filter by income or expense accounts instead. Select them from the account list.
To Be Printed	Select printed transactions you don’t want to include.
Transaction Type	Select the type of transactions you want included in this report.
Vendor Type	Filter your report to transactions related to one of your vendor types.

Filter your reports by custom item fields in QuickBooks Mac 2024 (R12)

Filter your item and inventory reports using custom fields. Sort them by color, size, model, or other details. Here’s how.

Go to the Reports tab and open a supported item or inventory report.
Select Customize.
Select Filters.
Find your custom item field, or select Show All to view all available filters.
Enter the value you want to filter by.

Example: If your custom field is Color, enter navy blue to see only items with that value.

Run or refresh the report.

Supported reports include:

Item Listing
Item Price List
Inventory Price List
Physical Inventory Worksheet
Inventory Valuation Summary
Inventory Valuation Detail
Inventory Stock Status by Item
Inventory Stock Status by Vendor

Show custom item fields as columns

You can display custom item fields as columns on certain item and inventory reports. This helps you review item details right in the report. Here’s how.

Go to a supported item or inventory report.
Select Customize.
Select the Columns section.
Find your custom item column, or select Show All to view all available columns.
Select the checkbox to add the column to the report.

Filter your reports by groups and subtotals

Select column headings for subtotals

Some reports let you subtotal amounts in columns for time periods or other factors.

Go to the Reports tab.
Open a report, then select Customize.
Select the column to subtotal in Total by.

Select row headings for groups

If your current reports don’t have the headings you want, run a custom report.

Go to the Reports tab.
Select Custom Summary Report.
Select Customize.
Select an item from the Row Axis list.

Edit the subtotaling of transactions

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

Go to the Reports tab.
Open a transaction detail report.
Select Customize.
Select an item from Total by.

Edit the sort order of transactions

Transactions are usually listed by date in a report. You can also sort them by amount or document number.

Go to the Reports tab.
Open a transaction detail report.
Select the column header you want to sort by.
Select the dropdown for that column, then select Sort Ascending or Sort Descending.

Format your report

You can change how the report looks in QuickBooks. Here’s how.

Go to the Reports tab.
Open a report, then select Customize.
Select Format.

Lock column widths in QuickBooks 2024

QuickBooks saves column width changes for you. Lock columns to keep others from adjusting them.

Go to the Reports tab and open a report.
Select the column header you want to lock.
Select the dropdown, then select Lock Column Width.

Edit fonts and colors

Go to the Reports tab, then select Format.
Select the Font & Color ▼ dropdown, and select the area of the report you’d like to customize.
Select a font and color, then select Save.

Select number handling

Select how numbers and negative numbers appear.

Number Formats: Select to divide numbers by 1,000 or if you want to include cents or zero amounts.
Negative Numbers: If you have negative numbers, you can select how to format them, and if you want them to show in red.

Customize the header

The report header shows your company name, title, subtitle, and date. QuickBooks adds these automatically.

Company: The company's name appears in the report.
Title: This shows the report's title.
Subtitle: This shows the report's subtitle, for example, “January through December 2020”.
Date: This shows the date you created the report.
Show Time Prepared: Show your report's creation time.
Show Report Basis: Select accrual or cash basis.
Print Header: Display the header on only the first page or on all pages of the report.

Customize the footer

The footer text appears at the bottom of the report.

Page Footer: This shows the page number, for example, “pg 1.”
Extra Footer Line: Use this if you need an extra line at the bottom. For example, “***CONFIDENTIAL***”.
Print Footer: Display the footer on the first page or all pages of the report.

Set the alignment

You can align your report to the left, right, or to the center.

Go to the Reports tab.
Open a report, then select Customize.
Select Format, then select the Alignment ▼ dropdown.

Format a template for your report

If you prefer to start with a template to format your report, here's how.

Go to the Reports tab.
Open a report, then select Customize.
Select the Format Setup ▼ dropdown.
Customize the report theme, then select Save.

Customize the report sidebar

The report sidebar helps you customize all options in one place. You can make changes to your report by using the sidebar. Here’s how.

Go to the Reports tab.
Open a report, then select Customize.
Modify your report settings as needed.

Note: QuickBooks saves settings for each report type.

Memorize a customized report

You can save the changes when you customize a report, Here’s how.

Go to the Reports tab.
Select Memorized Reports.

Note: When you open a memorized report, it shows your saved settings. Your actual data stays the same. You can update your report or save your changes as a new report.

QuickBooks Desktop Mac Plus