Multiple state filter on reports

sriche01 · ‎September 09, 2024

Hi I work with QB Enterprise: Manufacturing and Wholesale. I'd like to filter a Sales by Customer Detail Report by State but include multiple states in the filter. I want to memorize a report, for instance that will pull up sales for a given year in WA, OR, ID, CA, NV, HI, UT and AZ and BC Canada. But when I come to the Name State field, there is only one text field, no option to choose multiple states. Any syntax work arounds?

Thanks!

BigRedConsulting · ‎September 09, 2024

Another option is to use an otherwise unused field on the customer records for this, one that you can filter reports on.

For example, you could use the Customer Type field or the Job Type fields, and set them up to contain the regions you want to report on, like "West" for the list of states you mention. (Or, you could set up all 50 states and use states.) Then filter the report on that field. Both of the fields mentioned allow for multiple matches if needed.

This may work better than the Custom fields, as transaction report filters on custom fields need the data to be entered on transactions in order to work (the value on the customer isn't used) while the fields mentioned above use the value saved on the customer.

View solution in original post

James_AL · ‎September 09, 2024

Hello there, sriche01.

Let me provide the details on how to generate a Sales by Customer detail report sorted by state.

The following information demonstrates sales figures organized by state, which is especially useful for tracking sales trends based on location. I can provide you with the steps.

Here's how:

Login to QuickBooks Online.
Go to the Reports menu.
Select Sales and then Sales by Customer Detail.
Choose Customize Report.
On the Display tab, from the Columns list, select Name State/Province.
Remember to choose Total from the dropdown menu and then select Total Only.
Select the Sort by dropdown and then Name State/Province.
Click OK.

You can also follow this article for more information about the steps provided: Customize customer, job, and sales reports in QuickBooks Desktop.

If there's anything else I can help you with memorized reports, feel free to post here anytime. Thank you for dropping by have a lovely day.

sriche01 · ‎September 09, 2024

Thank you for your response! However, SORTING by state is not what I'm after. I want to FILTER for multiple states. Sorting just puts ALL states in a particular order. I want to only show sales for several selected states while filtering out others. As I said in the OP, I can do this for one state at a time, but I want to FILTER for multiple states. Thanks!

BigRedConsulting · ‎September 09, 2024

@James_AL RE: Let me provide the details on how to generate a Sales by Customer detail report sorted by state.

That is not what the OP asked for. Did you read the question? It's not complicated and doesn't use any big words or anything.

BigRedConsulting · ‎September 09, 2024

@sriche01 RE: Any syntax work arounds?

No, I don't think so. About the only thing you can do is send a report that includes the state to Excel and then eliminate the data you don't want.

sriche01 · ‎September 09, 2024

I was afraid of this. Pretty short sighted of QB. Regions I guess must be handled as yet another custom field...

BigRedConsulting · ‎September 09, 2024

@sriche01RE: I want to only show sales for several selected states while filtering out others.

Why do you want to do this? If you me know in more detail, perhaps I can come up with something...

sriche01 · ‎September 09, 2024

Different states have particular restrictions, inspections or stipulations on the shipment of our product into their state. These are grouped into 4 main regions. I wanted to create a report of sales to each region. The only thing I can think of is to create a custom field defining regions and assign when creating the invoice. Less automatic than I was hoping...

BigRedConsulting · ‎September 09, 2024

Another option is to use an otherwise unused field on the customer records for this, one that you can filter reports on.

For example, you could use the Customer Type field or the Job Type fields, and set them up to contain the regions you want to report on, like "West" for the list of states you mention. (Or, you could set up all 50 states and use states.) Then filter the report on that field. Both of the fields mentioned allow for multiple matches if needed.

This may work better than the Custom fields, as transaction report filters on custom fields need the data to be entered on transactions in order to work (the value on the customer isn't used) while the fields mentioned above use the value saved on the customer.

sriche01 · ‎September 09, 2024

Good to know. I'll probably just do this.

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Multiple state filter on reports