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I consider myself pretty versed in Quickbooks, I've been using it for MANY years.....yes, there is a "but"....for as long as I have been utilizing QB, I am always doing so in a new industry. I am currently in an industry in which there are many cards associated 1 bank account, so we know "who" uses "what" card number. Ergo, in this new position I am entering the information but also want to account for the (last for digits) of the card associated with the charge so they appear on the company reports. Fuel will be fuel, Meals & Ent will be Meals & Ent regardless of card number, etc....but, if I want to run a report for someone's particular expenditures, how/where is the best way to enter the last four digits of any given card associated with a purchase so I can run a report per card? Probably clear as mud but hopefully someone out there knows I'm trying to ask. LOL!! THANKS!
Solved! Go to Solution.
Thanks for the detailed information about your concern, @Plinkr.
Currently, identifying the transaction by the card number is unavailable. Though the workaround you shared to enter them in the Memo field is the only workaround. To guide you in exporting reports in QuickBooks, please see this link: Export reports as Excel workbooks in QuickBooks Desktop.
Also, you can contact your accountant on other ways to handle this situation. They can advise about the debits and credits, so you can properly apply them.
On the other hand, you may wish to consider looking at third-party apps for this type of functionality. You can simply go to the App Center in your QBDT or visit our Apps for QuickBooks Desktop page for reference.
Here's how:
You can also contact the third-party app's support. They will be able to assist you regarding the integration process.
I've got these resources for additional reference and guide regarding reports and how to reconcile you account in QBDT:
If there's anything else that I can help you with, please let me know in the comment section down below. I'll be always around ready to help, @Plinkr.
Hello there, @Plinkr.
In QuickBooks Desktop (QBDT), you can add a subaccount so you can oversee specific accounts under a parent account. And, when creating this, ensure that the parent and subaccount must be the same account type.
To add a subaccount, here's how:
Then, to see the accurate information of the account, you can run the Transaction Detail by Account report. Then, customize it to the parent and sub-accounts to give you more details of per account transactions.
Let me show you how:
For more details on the steps above, see the below articles:
If you have further questions or concerns, feel free to reach back out. Take care!
GOOD MORNING! Thank you for the response. So I just want to make sure I understand your response:
ex: Bank Account A, there are 5 "credit cards" associated with THAT account, ergo, I would need to enter each card; 1, 2, 3 etc. as a sub account under Bank Account A, (labeling them accordingly of course), same with Bank Account B, Bank Account C and so forth, correct? Then I can customize the report based on the information entered? I actually thought of this but wasn't sure if I could still curtail a report based on a particular.... I appreciate your response very much! :) THANK YOU!!!
Another Question; I can follow through as indicated, however, how do I also apply the expenditure to the proper GL? ie: Meals & Ent, Vehicle Repair, etc., so we know what GL the deduction should be applied to?
Unfortunately, applying the expenditure to as a sub account under the bank account may not work due to having to apply those that I can to the proper GL, ergo, I might just have to use the NUMBER/TYPE area of the check register to record the same last 4 digits of the card #....unless there's a way to account for both the card # GL and the expenditure GL, at least not that I am aware of......
Ok this is just getting more difficult to figure out - some of the transactions are deposits and some of them are expenditures....I can't use the NUMBER/TYPE to indicate a deposit as I can with the debit. ugh..... Is there any kind of work around to what I am trying to accomplish? I simply need to identify each transaction by the card # so we can monitor who is doing what..... debits and/or credits AND apply the transaction to the proper GL.....I can't figure this out and am dead in the water until I can. MEMO could work I suppose to account for the card number but I won't be able to segregate accordingly without downloading the report into Excel and filtering....I just don't think there's an easy way to accomplish what I'm trying to.....very frustrating. QB should add the ability to 2 tier a GL expenditure just for this reason.....
Thanks for the detailed information about your concern, @Plinkr.
Currently, identifying the transaction by the card number is unavailable. Though the workaround you shared to enter them in the Memo field is the only workaround. To guide you in exporting reports in QuickBooks, please see this link: Export reports as Excel workbooks in QuickBooks Desktop.
Also, you can contact your accountant on other ways to handle this situation. They can advise about the debits and credits, so you can properly apply them.
On the other hand, you may wish to consider looking at third-party apps for this type of functionality. You can simply go to the App Center in your QBDT or visit our Apps for QuickBooks Desktop page for reference.
Here's how:
You can also contact the third-party app's support. They will be able to assist you regarding the integration process.
I've got these resources for additional reference and guide regarding reports and how to reconcile you account in QBDT:
If there's anything else that I can help you with, please let me know in the comment section down below. I'll be always around ready to help, @Plinkr.
THANK YOU so much for the response....I truly appreciate the feedback - LOVE this forum!
Yes, I played with some of the entries this morning and it simply came down to identifying the last 4 digits ff the card number in the memo. If we need or want to see who is spending what where, I'll just print a date specific report, export to Excel and customize the data there. That's the only/best option for tracking purposes, may be a little more time consuming but it will work.
Thank you again so much for the response! :) Enjoy your afternoon!!
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