Customer Balance Reports

Good day, David.

Welcome to QuickBooks Community! Let me show you how to track prepayments in QuickBooks Online.

The Customer Balance Summary report is merely based on A/R, not on any prepayments that set in a liability account. Let's pull up a summary of the liability account instead and customize it by the customer.

You can follow these steps:

1. Go to the Accounting tab and select Chart of Accounts.
2. Search the liability account, then select Run report under the Action column.
3. Select Customize and make sure that the Report period is correct.
4. From the Filters section, select a Customer.
5. Select Run report.

Click the Save customization button to save the customized report for future use. Then, you can access it from the Custom Reports tab. You can also check these links for more details:

• Record a retainer or deposit
• Customize reports in QuickBooks Online

Post again here if you need more help. Wishing you all the best!

This is by far the best workaround I have seen.  Here is the issue, if a business has a 100 clients  in a period, which for some of my clients that period can be greater than 6 months, I have to go through all the zero balance customers to find the 2 or 3 that we owe.  Is there a way to not show customers with a zero balance?

Glad to hear that the solution shared above was able to help you, @David - Perfect Balance.

Yes, there's a way wherein you can pull up the report without having the customers with zero balance to show up. I'd love to walk you through on how to achieve this.

You can run the report of your livability account by following the steps shared by my peer AlexV above. From there, you'll need to select Unpaid as the status of the A/R transaction from the filter section.

I'll guide you on how to get there:

1. Click on Customize at the top of the report that you'll pulled up. 
2. Press on Filter.
3. Put a check-mark on the A/R Paid box. If you want to select the A/P to be included just tick the A/P Paid box.
4. Choose Unpaid. This is applicable for A/P too. 
5. Hit on Run Report.

To give you more tips about customizing your reports in QuickBoooks Online, please see this link: Learn how to get the most out of your financial reports.

Lastly, I'd like to share this article that contains information about the different reports that are available on your subscription: Learn which reports are available for your version of QuickBooks Online.

Know that my doors are always open to help if there's anything else that I can assist you with. Feel free to visit me here. Have a lovely day!

So, I tried selecting A/P by itself, A/R by itself, and then both as unpaid.  All 3 selections resulted in a report that had no data to report.

I believe these filters are attached to A/P or A/R.  This account is not associated with either.  And to be clear, I feel it is inappropriate and misleading to select A/R or A/P for this function.  Even if that did work, it would be... wrong?

Again, I am confident that QBO needs to allow the adjustment of customer balance reports to reflect whichever account the user needs.  Fixing those accounts to A/P or A/R is too simple of reporting and doesn't supply the need for more complex accounting with clients who hold balances in different accounts other than A/R or A/P.

So, I tried selecting A/P by itself, A/R by itself, and then both as unpaid.  All 3 selections resulted in a report that had no data to report.

I believe these filters are attached to A/P or A/R.  This account is not associated with either.  And to be clear, I feel it is inappropriate and misleading to select A/R or A/P for this function.  Even if that did work, it would be... wrong?

Again, I am confident that QBO needs to allow the adjustment of customer balance reports to reflect whichever account the user needs.  Fixing those accounts to A/P or A/R is too simple of reporting and doesn't supply the need for more complex accounting with clients who hold balances in different accounts other than A/R or A/P.

I am also trying to NOT show customers with a zero balance on a report, but I'm using QB desktop version. Is there a way to do that?

Yes, there's a way to not show the customers with zero balance in QuickBooks Desktop, user1. You can use the Customer Balance Summary report to do that.

The Customer Balance Summary report is available in the desktop version and allows you to filter the data and generate a report for clients who still have outstanding transactions. Here's how:

1. Go to the Reports menu and select Customers & Receivables.
2. Choose Customer Balance Summary.
3. From there, click the Customize Report button.
4. In the Display tab, press the Advanced option, and pick Non-zero, then tap OK.
5. Once done, hit OK to apply the modification.

Furthermore, you can memorize the reports to save the customized data settings for future use. Please refer to this article for the complete details: Create, access, and modify memorized reports.

In addition to that, I recommend checking out the Understand Reports article to explore the complete list of accessible reports in QBDT.

Let me know in the comments if you have other reporting concerns and questions about managing transactions in QBDT. I'll gladly help. Take care, and I wish you continued success!

The non-zero option is not available if I want a detailed report, not a summary.

Thanks for getting back with the Community, Long time user1.
 

I can certainly understand how an ability to customize your Customer Balance Detail report to display rows as non-zero could be useful and have submitted a suggestion about it as of today.
 

You can also submit your own feature requests while using QuickBooks.
 

Here's how:
 

1. In the top menu bar, go to Help, Send Feedback Online, then Product Suggestion....
   
   
    
2. Choose a Type of Feedback and Product Area (optional) from your available drop-down menus.
   
   
    
3. Enter any suggestions/feedback in the Here is my suggestion: field.
   
   
    
4. If you'd like, include your name/email in the My name is: (optional) and My e-mail address is: (optional) fields.
   
   
    
5. Select Send Feedback.
   
   

Your feedback's definitely valuable to Intuit. It will be reviewed by our Product Development team and considered in future updates. You can stay up-to-date with the latest news about your product by reviewing Intuit's Product Updates webpage.

You also have the option of checking our QuickBooks Marketplace for apps which may be able to help you achieve what you're looking to accomplish.

As a workaround, you can run the Customer Balance Summary report mentioned in JuliaMikkaelaQ's post. Another option I can think of is exporting your Customer Balance Detail report and customizing it further outside of QuickBooks.
 

Here's how to export reports to Excel as XLSX files:
 

1. Pull up the report you want to export, then use its Excel ▼ drop-down list.
2. Choose Create New Worksheet or Update Existing Worksheet.
3. If you see a message saying your report has too many columns, click Advanced, then uncheck the Space between columns checkbox and press OK.
4. When you're ready, select OK.

Reports can also be exported as CSV spreadsheets or PDFs.
 

I've also included a couple detailed resources about working with reports which may come in handy moving forward:
 

• Understand Reports
• Customize Reports

Please don't hesitate to send a reply if there's any questions. Have a wonderful Thursday!