Run Reports for Specific Line Items from Expense Transactions

tburch · ‎February 21, 2024

How do I run a report to give amounts and descriptions from Expense/Check transactions based on the individual line items? I used to be able to do this, but the settings have changed and I can no longer get what I need.

For example, when I run a report for transactions from a specific bank account in my COA, I get the expense account, the date, and the total transaction amount. This always gives me the main Memo, instead of the individual descriptions that make up the transaction.

I have attached an image of the information I wish to be on the report: the category, the line item description, and the amount per line item. I do NOT want the main memo/transaction total. I would like to run this report for specific days.

For context, I run this report after reconciling accounts such as bank statements/credit cards to give a more detailed report for my clients. It's incredibly time-consuming now that I can't run my old report...

tburch · ‎February 21, 2024

I discovered how to do this and am posting the solution for anyone else who needs it. My usual need is for credit card statements, so most of my transactions are expenses or COGS. To get the report:

Run a standard Profit and Loss report.
Click on the amount linked for Total Expenses
Filter the report to show the desired columns (date, payee, GL account, description, amount, etc.)

The description/memo column should display the individual line items posted to any transaction.

View solution in original post

AbegailS_ · ‎February 21, 2024

Thank you for the screenshot, @tburch. I understand that you need a report that displays amounts and descriptions from Expense/Check transactions based on individual line items, which is currently unavailable in QuickBooks Online.

I appreciate your feedback, as it helps us understand the needs of our customers. To assist you with this, I suggest exporting the necessary report to Excel and manually adding the line item descriptions and amounts.

Here's how:

In the report, click the Export icon beside the Print icon.
Choose Export to Excel.
In the Excel spreadsheet manually separate the memo and description.

The details are found in this article: How to export reports to Excel.

Furthermore, I encourage you to submit your suggestions and requirements through the QuickBooks Online feedback channel. This way, our development team can consider your input for future updates and enhancements. You can follow the steps below:

Select Settings, then Feedback.
Enter your comments or suggestions.
Then select Next to submit feedback.

I've attached some relevant articles you can utilize to help personalize and manage reports in QBO:

Additionally, here's an article that shows the complete list of available reports in QBO: Reports included in your QuickBooks Online subscription.

Let me know in the comments below if you have other reporting concerns or inquiries about managing your expenses in QBO. I'm just around to help. Take care always.

tburch · ‎February 21, 2024

Hello,

I know that this capability is available on QBO reports. For several of my other clients, the report automatically pulls from the individual line items as described in my main post. For some reason, it always pulls from the memo on this one client.

I will reach out to support.

tburch · ‎February 21, 2024

I discovered how to do this and am posting the solution for anyone else who needs it. My usual need is for credit card statements, so most of my transactions are expenses or COGS. To get the report:

Run a standard Profit and Loss report.
Click on the amount linked for Total Expenses
Filter the report to show the desired columns (date, payee, GL account, description, amount, etc.)

The description/memo column should display the individual line items posted to any transaction.

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Run Reports for Specific Line Items from Expense Transactions