Sales report "Sales by Customer Summary" shows all customers. Some customers not listed when filtering for individual states.

Hello BRC,

I have checked on the customers and they are listed as Active in the Customers & Jobs list.

Another thought is that the invoices to these customers have an email line and a telephone line below the line where the city, state and zip appear.  Does the state filter look at the last line for state info?

It helps to use a "Type" instead of relying on the Address parse to find State. Example:

Customer Type = State and Subtype = County. Or, Job Type and Subtype. If this is something that matters in your system, then use one of the more functional and reportable Fields in this database. Now you can run the reporting, then filter on Customer Type or Job Type, and retitle and Memorize that report. Refilter for a different Type, Retitle, Memorize as New (not Replace). Memorize them into one Group you named for "Sales by State" and now you double-click that Group name from your Memorized Reports List, and all the reports open at once.

Thanks for the feedback.

It's not clear to me how to set up this report. Do I start with the standard Sales by Customer Summary report and customize from there?

The reason I need the report is that I have to report annual income in various states where my business has nexus.  Using the state filter is an easy way to check the total revenue in the various states.  When I discovered that some invoices were missing from the State-filtered report, I had to track down which ones by comparing the standard report with the state-filtered report. Very time-consuming.  I need this report to be accurate.

"Do I start with the standard Sales by Customer Summary report and customize from there?"

Yes. In fact, that report is my favorite report to use and customize, as I can get so many perspectives from it.

"The reason I need the report is that I have to report annual income in various states where my business has nexus.  Using the state filter is an easy way to check the total revenue in the various states.  When I discovered that some invoices were missing from the State-filtered report, I had to track down which ones by comparing the standard report with the state-filtered report. Very time-consuming.  I need this report to be accurate."

As I noted; assign Customer Type or Job Type, or Type and Subtype. Go to Lists menu > Add/Edit Multiple. Select Customers. Customize the columns to bring one of the Types into your view, along with the Bill To Address info that helps you see what you need for the reference. Assign a Customer with a FL address, the Customer Type = FL. You can even filter on State = FL, see only FL, then Right Click in the Customer Type field where you just assigned FL, use Copy Down. Then, hit Save. Now change the filter for a different State, populate the first name, which is where you first use of this new ST designation will be added to the Customer Type List. Once you have it, right click and copy down to the names on the filtered list that are all this new State. Hit Save.

Rinse and Repeat.

Now run your Filtered Reports on Customer Type.

I have an example report attached for Customer Type = Residential.

So, I've selected the active customer list, and listed Name, Bill To 1 - Bill To 5, and Customer Type  for the 7 columns.  I understand how I can manually look at each address and assign the correct state to the Customer Type column. I don't see where I can filter on the state to use the copy function shortcut you describe.  The state of the customer will usually appear in one of the Bill To 3, 4, or 5 columns.  How do I filter on the state given this?  Is it in the Find window?

Hello, gjfjr.

Allow me to step in and help you with filtering a report to show the stare for each customer in QuickBooks Desktop.

If you wish to show the state for each customer, you can pull up and customize the Sales by Customer Detail report to add up the Name State.

Here's how:

1. Click Report at the top menu bar.
2. On the drop-down list, go to Sales and select Sales by Customer Detail.
3. Click Customize Report.
4. Under Columns, search and select for Name State.
5. Hit OK.
6. You'll have the State in the report for each customer.

See screenshots below.

You may find this article helpful: Customize reports in QuickBooks Desktop

As always, you can contact our customer care agents if you'd like someone to be with you as you go through these steps. They can pull up your account in a secure environment and assist you further:

1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
2. Choose your QuickBooks Product.
3. Select your QuickBooks version.
4. On the Contact Us page, click a topic.
5. Click on the Get Phone Number button to see the support number.

Don't hesitate to hit the Reply button if you have more questions about customizing reports. Have a nice day.

Hello RoseMarjorieA,

This is the procedure I follow when I track annual revenue in states where I have nexus and must file a tax return.  The problem I encountered when running the reports for 2018, is that not all customers from a state were appearing on the state-filtered report making the report inaccurate.  These customers appeared on the unfiltered report, so I know they were not listed as inactive. 

Since you are on the Quick Books team, perhaps you could explain why this is happening. Is there a specific location the state has to appear in the bill to or ship to address windows in order to show up in the state-filtered report??

That's what I tried.  So, in the Find box, I entered CA. I clicked Search within results.  
The result is a list of customers many of whom are from CA but also many who aren't.

Not sure what step to take next.

Glad to have you back here in the Community, gjfjr.

I'd be glad to help you further with showing the state for each of your customer in QuickBooks Desktop.

You may want to make sure that the customer's address has the State/Province entered (see screenshot below).

Also, when using the find box field, all lists that contains "CA" not just the abbreviation for the state but any word that contains CA.

If you need additional help with QuickBooks, you can call our dedicated team who will be happy to assist you. Agents have the necessary tools, like screen-sharing to get you back up and running.

Our contact details can be found here along with our opening hours.

1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
2. Choose your QuickBooks Product.
3. Select your QuickBooks version.
4. On the Contact Us page, click a topic.
5. Click on the Get Phone Number button to see the support number.

Feel free to ping me if you have any other questions. I'll zip right back to you.