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kemjdm
Level 3

Cost to Complete report is missing jobs

When I run the "Cost to Complete by Job Summary for All Customers/Jobs," only one job appears (job #830). The date is set to "All." There should be a dozen jobs on here. Has anyone seen anything like this? Is there a fix?

 

I have a different company file where I have been able to create these reports in the past with all of the jobs showing.


Extra details about filters:

 

If I change the filters so that "Items" is not "All Items," I get unexpected results. For example,

  • using "Multiple Items..." and selecting just a few of the engineer subcontracted services pulls up a partial list of 7 of the 9 projects that include engineers (as expected).
  • "All Services" results in the single job again (#830)
  • using "Multiple Items..." and selecting groups of core services, I get a different list of jobs, sometimes 1, sometimes 2, sometimes 3. This happens even when I include the engineer services! Job #830 is always included.
    • (I've double-checked that if I use "Find" from the Items List for a given core service, that there are several estimates and invoices that are found.)

More inconsistencies if I change the Posting Status:

  • The default status of Either shows only the single job (#830)
  • Posting gives no jobs
  • Non-posting shows 2 jobs (including #830). Neither of these jobs have pending transactions

The only other Filters are

  • Active Estimates, but removing that doesn't change my report.
  • Names is set to "All Names." If I select just a particular job that isn't #830, then I get nothing on the report. 
    • If I delete the "Names" filter, I can't put it back on "All Names" again. 
  • If I change the date, it gets weird again:
    • "All" shows job #830. This also happens for This Fiscal Year and Last Fiscal Quarter
    • I get no jobs for the following: Today, This Week, This Fiscal Quarter, Yesterday, Last Month, Next <anything>
    • This Month and Last Week shows only a particular job that had a billable cost last week.
    • For Last Fiscal Year, I still get only one job, but it is a different one.
    • At the very least, wouldn't I get those three jobs for "All"?
9 Comments 9
Adrian_A
Moderator

Cost to Complete report is missing jobs

Let's re-sort the odd behavior of your data, kemjdm.

 

There are instances that this kind of behavior on your file can be resolved by resorting to its list. I'll show you how:

 

  1. Click the Lists menu.
  2. Select Items, and then select All Names.
  3. Click Edit.
  4. Select Re-sort List, and then OK.

 

Afterward, let's run the Cost to Complete by Job Summary for All Customers/Jobs report again. Then, check to see if the report shows the correct data.

 

If the same thing happens, let's run the Verify and Rebuild steps to resolve this. This is to locate if your file is damaged. You can check this article for more information: Verify and Rebuild.

 

Don't hesitate to get back to me if there's anything that I can help you with. Keep safe!

kemjdm
Level 3

Cost to Complete report is missing jobs

@Adrian_A 

I couldn't exactly follow your instructions to re-sort. Here's what I did instead:

  1. Lists -> Item List
  2. Item -> Resort List

When I re-ran the Cost to Complete report, it was the same as before.

 

As you suggested, I then ran Verify Data, and it said that there were no problems.

kemjdm
Level 3

Cost to Complete report is missing jobs

I noticed one more thing that re-sorting the item list gave me the idea to look at...updated inline below:

 

@kemjdm wrote:

More inconsistencies if I change the Posting Status:

  • The default status of Either shows only the single job (#830)
  • Posting gives no jobs
  • Non-posting shows 2 jobs (including #830). Neither of these jobs have pending transactions

...

  •  
  • If I change the date, it gets weird again:
    • "All" shows job #830. This also happens for This Fiscal Year and Last Fiscal Quarter
    • I get no jobs for the following: Today, This Week, This Fiscal Quarter, Yesterday, Last Month, Next <anything>
    • This Month and Last Week shows only a particular job that had a billable cost last week.
    • For Last Fiscal Year, I still get only one job, but it is a different one.
    • At the very least, wouldn't I get those three jobs for "All"?

So the "different one" is the same as the 2nd job when I get "2 jobs". Both of the jobs have very simple Estimates with one or two service items, and the core business service item is a top-level item in the Item List hierarchy. All (or almost all) of the other job estimates have items that are 1 or 2 levels down in the hierarchy.

Catherine_B
QuickBooks Team

Cost to Complete report is missing jobs

I do appreciate the steps you've performed, kemjdm. 

 

The troubleshooting steps provided by my colleague identifies  and resolves the most commonly known data issues within a company file. I suggest getting in touch with our Customer Support Team so they can further investigate the issue since after the fix provided, you go the same thing. 

 

Here's how you can contact us: 

  1. From the Help menu, click QuickBooks Desktop Help
  2. Click Contact us
  3. Enter your concern something like discrepancies on reports. Then, click Continue
  4. We’ll provide you a few support options. Select which one is best for you, either Message an agent or Talk to a Specialist

If there's anything else you need help with, just leave a reply below. I'll keep an eye on it. Take care and have a great day!

kemjdm
Level 3

Cost to Complete report is missing jobs

Support was unable to help without switching to the annual subscription, which my company is not willing to do. So, I'm going to have to troubleshoot this on my own. I have found some things that may be relevant, and would appreciate any suggestions for further troubleshooting.

 

Some background: I have 2 company files with similar data and lists. I'll call them A and B. Company file A was built from scratch. Company file B was created, in some ways, from Company file A. At the time, I did not know about the ability to "Condense data" in order to keep all the same lists. That would have been faster and more helpful. Instead, I did a lot of manual input and importing with IIF files. I honestly don't recall exactly how I copied over all of the lists. I do recall that the estimates were all imported with an IIF file, and they came through with some things that I had to fix.

 

To troubleshoot, I've created copies of both company file A and B, by restoring backups, and I also created a copies where I removed all transactions with the "Condense Data" utility. I'll call these A-copy, B-copy, A-condensed, and B-condensed.

 

As I wrote in my update:

So the "different one" is the same as the 2nd job when I get "2 jobs". Both of the jobs have very simple Estimates with one or two service items, and the core business service item is a top-level item in the Item List hierarchy. All (or almost all) of the other job estimates have items that are 1 or 2 levels down in the hierarchy.

In all versions of "A" the report works perfectly. For A-condensed, I recreated a recent estimate (#2017) manually. It shows up on the Cost to Complete report.

 

In B-copy, I tried making a couple of hierarchical items inactive and re-creating them, then editing the same estimate #2017 for those items. That didn't make the report work. Next step will be to do the same for every hierarchical item used in the estimate.

 

In B-condensed, I created estimate #2017 manually, and it still doesn't show up on the Cost to Complete report.

(UPDATE: I deleted estimate #2017, as well as all of the hierarchical items and re-created them in B-condenes. I then re-created estimate #2017 with the new items and they are still not on Cost to Complete report.)

 

It would be a lot of work to start from the Company A restored and condensed file to input all of the transactions for Company B file, so it is worth trying to identify the problem spot and see if I can fix it from within the Company B file first.

kemjdm
Level 3

Cost to Complete report is missing jobs

The hierarchy list items are definitely the problem in the Company B files. This is true regardless of whether it is a core service or a subcontracted service. If any one item in the estimate has a list item that is a subitem, then nothing will show up in the report for that job.

 

I confirmed that by creating a new estimate in the B-condensed file and trying different list items. I also edited subitems to remove the hierarchy (but changed nothing else), and then the job would show up on the report. If I make the same item a subitem again and refresh the report, the job disappears.

 

This does not happen in the Company A files - they work regardless of item hierarchy.

 

UPDATE: Also, I have confirmed that at least some other reports that use items are fine with the hierarchy. For example, Item Estimates vs Actuals Report shows all of the items from the estimate in the Company B files.

kemjdm
Level 3

Cost to Complete report is missing jobs

@Catherine_B , is it possible that a built-in report can be corrupted in just one company file? That is, are the built-in reports general to the Quickbooks installation for all company files, or are the duplicated for each new company file?

I've been updating my troubleshooting on this thread, and have narrowed it down to a problem with the sub-items interfering with this report. However, another company file doesn't have this problem. I've also tried creating items and sub-items from scratch, so it's not the items themselves. But something about how the items - jobs - report interact.

 

 


@Catherine_B wrote:

I do appreciate the steps you've performed, kemjdm. 

 

The troubleshooting steps provided by my colleague identifies  and resolves the most commonly known data issues within a company file. I suggest getting in touch with our Customer Support Team so they can further investigate the issue since after the fix provided, you go the same thing. 

 

Here's how you can contact us: 

  1. From the Help menu, click QuickBooks Desktop Help
  2. Click Contact us
  3. Enter your concern something like discrepancies on reports. Then, click Continue
  4. We’ll provide you a few support options. Select which one is best for you, either Message an agent or Talk to a Specialist

If there's anything else you need help with, just leave a reply below. I'll keep an eye on it. Take care and have a great day!


 

JasroV
QuickBooks Team

Cost to Complete report is missing jobs

Thanks for sharing all the details you've done to resolve this issue, @kemjdm.

 

There are instances where company file in QuickBooks Desktop (QBDT) will run into some issues. Thus, we have troubleshooting steps to help our customers resolve this uncommon behavior. Since you've already performed the steps suggested by my colleagues above.

 

Let me share some troubleshooting steps to isolate this. I recommend running our QuickBooks Tool Hub. This helps fix common errors in your company file. I'd be glad to guide you through the steps.

 

Here's how:

  1. Close QuickBooks from your desktop.
  2. Download the most recent version (1.4.0.0) of the QuickBooks Tool Hub
  3. Open the file you downloaded (QuickBooksToolHub.exe).
  4. Follow the on-screen steps to install the tool
  5. When the install finishes, double-click the icon on your Windows desktop to open the tool hub. 
  6. From the tool hub, select the Company File Issues tab.
  7. Select Quick Fix my File.
  8. Click OK.

Here's an article you can read for the complete details: Fix company file and network issues with QuickBooks File Doctor.

 

On top of that, I got you this article you can use for additional reference in generating a report to show the data you need: Customize reports in QuickBooks Desktop.

 

Lastly, you can check this great resource that can guide you through the detailed steps in exporting your reports to Excel. This way, you'll learn how to combine reports and further customize it to your needs.

 

I want to ensure this is taken care of. Let me know if you need anything else. I'd be more than happy to work with you. Take care and always stay safe.

kemjdm
Level 3

Cost to Complete report is missing jobs

@JasroV , Thank you for the reply.

I downloaded the tool, and selected Quick fix my file, but it never asks me to choose my company file. Is that how it is supposed to work? If so, it did not fix the problem.

I have new information, as well. As I wrote above, I created this file by importing from another file. It turns out that I created several manual backups when I was doing that process. I have restored the last backup I made from that time, and the report works correctly there with all of the subitems in estimates, etc... Unfortunately, that file is missing all of the work that I have done in the meantime. But, it does show that there was nothing inherently wrong with the setup of this file. Something happened in the intervening time to cause this report to not be able to access this data. As I had been using automatic backups, and only keeping the most recent 3, there is a huge gap so that I don't know what changed.


 

 

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