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evelynsovadmin
Level 2

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

I see that someone else had a question about how to list the sub-account activity totals in a footnote, so it appears they were able to run a P&L with ONLY "parent accounts" showing on the report. This makes a nice streamlined report for management with clutter of all the sub-accounts showing on the page. But if I only select the "parent" account -- nothing shows on the P&L at all--in other words, that parent account isn't a true total of its sub-accounts, it's just a name

Solved
Best answer October 19, 2018

Best Answers
IntuitStarlee
Level 3

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Hi evelynsov,

We have good news for you!

Since the QuickBooks Online v1602 update, we now have Redesigned Reports. Just turn it on and you'll experience a new and easier navigation of the reports including the ability to Collapse or Expand. You will be able to expand parent accounts showing the totals for all the sub-accounts.

To turn on Redesigned Reports: 

  1. Go to the Gear icon in the upper right corner.
  2. Click QuickBooks Labs under Settings.
  3. Scroll to find Redesigned Reports. (The button to the right will show that it's Off)
  4. Click the button to turn it On(A pop-up will appear with the words "Redesigned Reports undefined activated")
  5. Click Done in the lower right corner.

When you open the Profit and Loss Report, you'll now see little triangles to the left of parent accounts' names. Click on a little triangle to collapse or expand an account group. 

Please feel free to reach out again if you have other questions. We're here to help.

View solution in original post

29 Comments 29
IntuitStarlee
Level 3

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Hi evelynsov,

We have good news for you!

Since the QuickBooks Online v1602 update, we now have Redesigned Reports. Just turn it on and you'll experience a new and easier navigation of the reports including the ability to Collapse or Expand. You will be able to expand parent accounts showing the totals for all the sub-accounts.

To turn on Redesigned Reports: 

  1. Go to the Gear icon in the upper right corner.
  2. Click QuickBooks Labs under Settings.
  3. Scroll to find Redesigned Reports. (The button to the right will show that it's Off)
  4. Click the button to turn it On(A pop-up will appear with the words "Redesigned Reports undefined activated")
  5. Click Done in the lower right corner.

When you open the Profit and Loss Report, you'll now see little triangles to the left of parent accounts' names. Click on a little triangle to collapse or expand an account group. 

Please feel free to reach out again if you have other questions. We're here to help.

View solution in original post

evelynsovadmin
Level 2

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Thank you, and thank you to QBO team for adding this valuable feature I'm sure many will appreciate!
IntuitStarlee
Level 3

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

I'm so happy to hear from you @evelynsov! I'm glad this helped you. Have a great weekend ahead!
AlySeif
Level 1

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

I do not have that option on my labs menu

MichaelDL
Content Leader

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

You've come to the right place, @AlySeif.

 

I have great news to share, the Redesigned Reports mentioned above are now live and available to all US QuickBooks customers. If you'd like to print or organize your Profit and Loss report so that only the parent accounts are displayed, follow these simple steps:

 

  1. From QuickBooks Online, navigate to the Reports tab.
  2. In the Business overview section, select the Profit and Loss report.
  3. Within the report, to the left of each parent account, click the Dropdown (▼) arrow to collapse the section.

I'm including a short video that shows this process:

 

 

This will make it so you can expand or collapse sections of sub-accounts at will. Once the report has the desired look, feel free to print or export as needed. Please don't hesitate to follow up with me here if there's anything else I can do to help you succeed. Thanks for coming to the Community, wishing you a wonderful week ahead.

whitneyericajenkins
Level 1

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

This is a great feature, but is there a way to save it as a setting or do we have to collapse the categories each time. It would be really helpful if there was an option to print a P&L without subcategories without having to collapse each time. Also, when I try to download the collapsed version to Excel, it shows all categories. Is there a way to download the collapsed version to Excel without it reverting back?

MichaelDL
Content Leader

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Hi there, @whitneyericajenkins.

 

Thanks for the additional suggestions on this report matter. At this time, there's no way to save the Profit and Loss in its collapsed form or export it to Excel without them expanding again. I can see how this feature would be helpful to give you a quick summary of your company's profitability for a given period, so I'm sending a formal product request up to the Development Team. All it takes is a voice from a user like yourself to make the change in QuickBooks we all want to see.

 

In the meantime, I have a suggestion that may help you get this report in Excel format. Since the fully collapsed Profit and Loss report is bare bones with very little information, consider copying the content manually and pasting it in whichever spreadsheet software you'd like. I'll guide you through this process below:
 

  1. From QuickBooks Online, navigate to the Reports tab and select Profit and Loss under Business Overview.
  2. Within the report, to the left of each parent account, click the Dropdown (▼) arrow to collapse the section.
  3. Left-click the space to the left of the top-right account, and drag your mouse to the space right of the bottom-right amount.
  4. Once the data is highlighted, right-click it and select Copy.
  5. Open your spreadsheet software and paste the information beginning in the top-left cell of your desired range.

Here's a quick video of this export method:

 

 

All-in-all, this process may take even less time than using the Export button for such a small set of information. You can even create an Excel template to serve as a header or form for the collapsed Profit and Loss data you paste inside. Alternatively, the company/report name and dates can be copied and pasted inside the same way. Check out our guide on report exporting to learn more.

 

These tips will have you exporting the Profit and Loss to Excel like a pro in no time. Please feel free to get in touch with me here if there's anything else I can do for you. Thanks for reaching out, wishing you a safe and productive day.

 

 

c-ucc
Level 1

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Hi - how do I get the redesigned reports for my QBO Plus? It doesn't show up as an option in my QB Labs. I don't see where I would find the QBO v1602 update that is referenced in this email string. My problem is that not all of our sub accounts are showing under the parent account in Budget v Actuals report. The subs have the same account type as the parent. What else am I missing? I thought maybe I need the redesigned reports upgrade, but can't find them. 

Rose-A
Moderator

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Hey there, @c-ucc.

 

Thank you for reaching out the QuickBooks Community. Let's get this straightened out so you can see your sub-accounts in your report.

 

Have you tried using a different browser? Performance issues in QuickBooks are resolved by doing basic troubleshooting steps. Let's start by opening a private browser to start a new session.

 

Here's how to open a private window in different browsers:

 

  • Google Chrome: press Ctrl + Shift + N.
  • Mozilla Firefox: press Ctrl + Shift + P.
  • Internet Explorer: press Ctrl + Shift + P.
  • Safari: press Command + Shift + N.

If you're able to see your sub-accounts using your private browser, let's go back to your regular browser and clear its cache.

 

This will get everything nice and organized in your QBO account once again. Have a great rest of your day!

Malcolm Ziman
Level 10

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

"Since the QuickBooks Online v1602 update, we now have Redesigned Reports. Just turn it on and you'll experience a new and easier navigation of the reports including the ability to Collapse or Expand."

 

I have been using QBO for 3 years and there has always been the option to collapse or expand.

 

And what is the QuickBooks Online v1602 update? I have never seen an option to turn on an "update". It just happens by itself. Yes there is the labs section, but I would not call that an "update"

megan8
Level 1

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

I am not able to find this in QuickBooks Labs. I logged in as both a user and as the accountant. Does it still exist? Is there another way to navigate to it?

JamesDuanT
Moderator

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Hello Megan,

 

The Redesigned Reports function has been removed from QuickBooks Labs. Because this function is already live and available within your QuickBooks Online interface.

 

When you pull up your reports, you should be able to Collapse or Expand the details. You can refer to the screenshot below to see my example.

 

You can always get back to me if you need anything else.

Capture.PNG

Malcolm Ziman
Level 10

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop


@JamesDuanT wrote:

Hello Megan,

 

The Redesigned Reports function has been removed from QuickBooks Labs. Because this function is already live and available within your QuickBooks Online interface.

 

When you pull up your reports, you should be able to Collapse or Expand the details. You can refer to the screenshot below to see my example.

 

 


I have been using QBO for 3 years and there has always been the option to collapse or expand.

 

What "Redesigned Reports" are you referring to?

 

The "Redesigned Reports" version in 2018 did not implement collapse or expand.   It was just cosmetic changes (and in my opinion harder to work with, as you have to constantly scroll down)

deb1171
Level 2

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

I have a question about the 'parent' accounts on my profit and loss.  We have a Sales account, which shows on the profit and loss.  Then we have many sub-accounts under sales.  Is there a way to get the totals for the sub-accounts to show on the profit and loss under the income?

Thanks!

Deb

Angelyn_T
QuickBooks Team

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Hello there, @deb1171.

 

I'd be glad to help share information about running the Profit and Loss report in QuickBooks Online (QBO).

 

Yes, when running the Profit and Loss report in QBO, the report will show the total amount on each accounts selected when creating transactions including the sub-accounts.

 

I've attached these screenshots for additional reference.

i1 accounts1.PNG

i1 report1.PNG

 

In addition, for more information about running and customizing the Profit and Loss report, you may check this article: How to customize your Profit and Loss report.

 

 You may also check our help articles for your reference in the future: Help articles for QBO.

 

Our doors are always open here on the Community page, stay posted if you have any other questions about reports in QBO. I'll be always here to help you!

Startup CFO
Level 1

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop


@MichaelDL wrote:

Hi there, @whitneyericajenkins.

 

Thanks for the additional suggestions on this report matter. At this time, there's no way to save the Profit and Loss in its collapsed form or export it to Excel without them expanding again. I can see how this feature would be helpful to give you a quick summary of your company's profitability for a given period, so I'm sending a formal product request up to the Development Team. All it takes is a voice from a user like yourself to make the change in QuickBooks we all want to see.

 

In the meantime, I have a suggestion that may help you get this report in Excel format. Since the fully collapsed Profit and Loss report is bare bones with very little information, consider copying the content manually and pasting it in whichever spreadsheet software you'd like. I'll guide you through this process below:
 

  1. From QuickBooks Online, navigate to the Reports tab and select Profit and Loss under Business Overview.
  2. Within the report, to the left of each parent account, click the Dropdown (▼) arrow to collapse the section.
  3. Left-click the space to the left of the top-right account, and drag your mouse to the space right of the bottom-right amount.
  4. Once the data is highlighted, right-click it and select Copy.
  5. Open your spreadsheet software and paste the information beginning in the top-left cell of your desired range.

Here's a quick video of this export method:

 

 

All-in-all, this process may take even less time than using the Export button for such a small set of information. You can even create an Excel template to serve as a header or form for the collapsed Profit and Loss data you paste inside. Alternatively, the company/report name and dates can be copied and pasted inside the same way. Check out our guide on report exporting to learn more.

 

These tips will have you exporting the Profit and Loss to Excel like a pro in no time. Please feel free to get in touch with me here if there's anything else I can do for you. Thanks for reaching out, wishing you a safe and productive day.

 

 


 

RetiredLF
Level 1

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

A related question to the new collapse question:

 

Why can't we select a collapse at any sub account level except the lowest?

If it were possible, we could selectively determine at which of the 3-4 sub account levels we want the data to appear in detail.

 

Thanks.

Charies_M
Moderator

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Thanks for joining this thread, RetiredLF.

 

It's a good thing that you're able to point this out. At this moment, QuickBooks Online Profit and Loss reports is designed to only have the all or nothing collapse option. In the meantime, you can make use of the suggestion 

 

I appreciate you for sharing your thoughts on how you'd like to customize this function. We are always open for suggestions that will help improve the product functions. Together with my colleague MichaelDL, allow me to pass through this suggestion to our developers for feature request.

 

For now, I encourage you to visit our QuickBooks Blog. From there, we share recent happenings and future developments and the latest news about QuickBooks and what our Product Care Team is working on.

 

You can always visit the Community page if you have questions in the future. I'd be glad to help.

HowdyHowdy
Level 1

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

I am running QB 13.0  The collapse arrow is not showing on reports like Profit and Loss by class. It is only doing it on some workstations. Do you know how to get them to show up? thanks

 

Kayla H
QuickBooks Team

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Hi there, @HowdyHowdy.

 

Great to see you in the Community. I'm happy to assist with the information needed for the collapse option.

 

If all the computers are working properly with the collapse option then you may have a broken application on hand. In this case, you need to run a repair on QuickBooks 2013. Please follow the instructions below to complete this process.  

 

  1. Click Start. (bottom left hand corner of windows computer)
  2. Select Control Panel.
  3. Go to Programs and Features.
  4. Choose QuickBooks.
  5.  Click Uninstall/Change.
  6.  Choose Continue, then Next
  7. Select Repair, click Next.

Once this process has been completed please reboot the computer and log back into QuickBooks as normal.

 

I’m only a couple of clicks away if you need anything else.

HowdyHowdy
Level 1

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Hi

 I did try that, just did it again. The collapse arrows are still not showing.

Adrian_A
Moderator

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Thanks for trying the steps provided by my colleague, HowdyHowdy.

 

We have another troubleshooting steps to isolate why the collapse arrow is not showing on your end.

 

Let's run verify and rebuild data and check to see if your file is damaged. Let me guide you with these steps:

 

  1. Click the File menu.
  2. Select Utilities, and then Verify Data.
  3. Select OK if it detects no error however, select Close if it finds an issue. Then, do a manual repair.

 

Then, let's rebuild the program. We can do this by clicking the File menu, select Utilities, and then Rebuild Data.

 

 

Afterward, let's check to see if you can now see the collapse arrow on the report.

 

I'll be keeping an aye for your response as to how this troubleshooting steps work on your end.

ReeSin
Level 1

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Thanks, however, once exported to excel, it reverts to all subs. Also, every time you generate the report, you have to go through each to collapse. It does not save as a formatted/customized report. When doing aging reports for 300 customers, it's an incredible inconvenience to go through this process each time.

MirriamM
Moderator

Custom P&L: how can I show only the "parent account" full total? If I don't select the sub-accounts too, then nothing shows in the P&L. I know this can be done in desktop

Hello again, @ReeSin. Welcome to the thread. 

 

When exporting a report in QuickBooks Online (QBO), it will show all the line items associated with a specific account. Right now, what you're doing is the option if you'd not want to display the unwanted lines. 

 

I can see how this feature would be beneficial to you and other businesses. Rest assured, I'll forward this idea on to our Product Development Team for further review. 

 

In the meantime, I encourage you to star our blog to keep up with any product updates or improvements on the online version: https://quickbooks.intuit.com/blog/whats-new/.

 

Additionally, I want you to get the most out of QuickBooks for your business. You can check some articles that are designed to help you get acclimated to the software. They can be accessed at the following link: QuickBooks Tutorials.

 

As always, you can get back to me if you have any additional questions. I'm here for you. Have a great day!

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