Balance Sheets Reports

Hello, @cdhodgdon.

Usually, this behavior occurs when your data is damaged or corrupted. We can run the Verify/Rebuild tool utility to detect the data damage.  

If the program is in multi-user mode, you need to change to single user mode (Go to File -> Switch to Single User Mode). It is very important that you have to create a backup copy of your company file before running Verify and Rebuild Data.  

Verify Data: 

1. Press the File menu. 
2. Choose Utilities from the drop-down option.  
3. Select Verify Data. 
4. Tap Ok to continue.  

Note: If the verify process is successful, you are done. In case it fails due to some problem, QuickBooks will notify you to run Rebuild data. 

Rebuild Data:

1. Click the File tab at the top. 
2. Select Utilities from the drop-down option. 
3. Choose Rebuild Data. 
4. Click Ok on Rebuild has completed.   

If the issue persists, I suggest reaching out to our Contact Support team. They'll be able to pull up your account in a secure environment and help you navigate using one of their tools.  

Just in case you need additional resources while working with QuickBooks Desktop, you can always open the topics from our help articles. 

Let me know how it goes by dropping a comment below. I'm just around to help. Take care!

@Maybelle_S 

Not sure why you are asking me to verify the data or do a rebuild id necessary.  The data is verified and no issues at all.  Have actually verified the data several times over the last month for other reasons.

How is this going to cause me issues with a report?  I user different versions of Quickbooks on different computers for different companies, they all do the same things when running a Balance Sheet Report.  It only allows you to pick a date as of and a range period, ie Fiscal Year, Last Fiscal Year, etc., see the attached photo.  So again, my question is again, does the balance sheet show the running total since we started using the Quickbooks?  It does not seem to allow me to only do a balance sheet for on specific calendar year.  If I run a BS Report with the As Of Date of 12-31-2020, then the balance sheet is going to show me everything from the start of using QB to that date, correct?  Report dates should not be affected by any data issues, but then again, we don't have any data issues.  See photo

Also, how does that Verify/Rebuild have anything to with what accounts show in the BS Report.  Like in my example, we have an old credit card listed that was my dad's.  All the bills are paid off and zeroed out, and the account has been marked as inactive (been inactive for 2 year give or take a little), yet it shows up in the BS Report and shows how much money was spent on that count, how do I get the report to not show this nor include it in report as it's no longer valid.

I am a 20+ year QB user and beta tester, so I know how to confirm issues or not before coming to this community.  I just don't use BS Reports in my own businesses and so don't have any experience using them in QB.

Here is another photo to look at.  You will see 3 credit card accounts listed on the report with arrows pointing to them.  Those credit card numbers have been retired (no longer in use) and marked as inactive.  Yet they still show up on the reports.  Again, I assume those dollar amounts listed for for the credit cards are a rinning tally since that card account started being used.  All the credit cards are company cards, we get a statement for all of them together and pay them all as one.  In Quickbooks, they are all listed as sub accounts of Citi Bank Card and the sub accounts total up to the amount do for the month, when they payment is sent the main Citi Bank Card account shows zero, but each fo the sub credit card accounts still show how much was spent.  Like my card shows how much I have spent on it total since I got my card last summer.

Thanks for getting back with additional details of your concern and a screenshot, @cdhodgdon.

I've read through this thread, and allow me to share some details about running a Balance sheet report in QuickBooks Desktop (QBDT).

A Balance Sheet report is a cumulative report that carries a beginning balance. Once you run a Balance Sheet report, it gives you a financial snapshot of your company as of a specific date. It calculates how much your business is worth (your business's equity) by subtracting all the money your company owes (liabilities) from everything it owns (assets).

As for your other concern about inactive accounts on the report, it's working as designed. I can see how having the accounts you've marked as inactive in the Chart of Accounts showing up here isn't ideal in all situations. That said, I recommend sharing your thoughts as feedback with our product development team by going to the Help menu in product and choosing Send Feedback Online. 

In addition, as a workaround, you can consider exporting the Balance report to Excel, where you can modify the data more, such as removing the items you don't want to see. For more details, see this article: Export reports as Excel workbooks in QuickBooks Desktop.

You may also filter the report to show only the accounts you want. You can do this with the Customize Reports button and selecting the Filters tab, then Accounts. From the drop-down menu, choose the accounts you'd like to see. For your reference, here's a link: Customize reports in QuickBooks Desktop.

Let me know if you have follow-up questions. It's my priority that you're able to get back to running your business. Have a great day!

@Rainflurry 

Thank you for that information.  That is what I thought on the balance sheet itself.  For my current purpose, I think exporting it into Excel and then removing what is not need will help us out at this point, since we are on a time crunch to get company valuation into place before September for Probate and such.  

On the second part, the credit cards, the chart of accounts has a parent group called Citi Bank Card, which each card, both active and inactive as subs to that parent.  So when the secretary gets our credit card statement, she needs to mark those items as cleared in the register (or is there another spot to reconcile the cards, is it under Bank Reconcilation).  

Again, me and my siblings have had to take over this business since my dad passed.  I handle the admin part of Quickbooks.  I understand QB, neither one of them does.  In my own businesses, I don't have credit cards that I use and I don't have payroll, so I am learn a lot of new items, thank goodness I was able to move us to assisted payroll and let them handle the tax items now.  

Thank you for your help.

Hi there, Rainflurry.

I appreciate you for always sharing your knowledge about QuickBooks. This will definitely help other users as well in the future.

Keep safe and have a great rest of the day.