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bretkennedy
Level 1

Taken over from bookeeper and my QB is a mess. How do I find transactions to adjust

HI all. I have had a bookeeper doing my books for the last year. It all looked good until I had to take over and started looking deeper into things. My basic setup I wanted was to track income and Cost of Goods for each client. I am a General Contractor. Instead of using the project option for each job, they input banking deposits and used the customer option during the data input. 

 

The major issue I am having is that I can't find all of the transactions input. If I go to 'customers' under the sales tab, I see the customers there (they are the addresses of each client) with a $0 balance. The only customer I see is one that has 2 payments on them. 

When I run the report 'sales by customer deatil' 2020, nothing comes up. 

When I run 'income by customer summary' 2020 I get the picture attached, which has little to no income and all expenses. 

Finally I run a profit and loss by customer and get the other attached report which is also innacurate. 

 

My question is this. 

How do I go back through 2020 and find all of the transactions they have entered so I can verify what they are? 

Or do I have to manually redo my books for 2020 because I know they are off and giving me extremely wrong information. 

 

Thanks in advance
Bret

 

Screen Shot 2021-01-09 at 7.14.29 AM.pngScreen Shot 2021-01-09 at 7.15.37 AM.png

5 Comments 5
JenoP
Moderator

Taken over from bookeeper and my QB is a mess. How do I find transactions to adjust

There are a couple of report that you can run to see all customer transactions from 2020, bretkennedy.

 

First, run the Transaction List by Date. Here's how: 

 

  1. Go to the Reports menu and type in the name of the report in the Search bar.
  2. Click Customize in the upper-right hand corner.
  3. Change the Report period to Last Calendar Year.
  4. Scroll-down to the Filters section and check the box for Name.
  5. Select all customers that you want to see in the report.
  6. Click Run report.

Second, you can also run the Transaction List by Customer report. Just go back to the Reports menu and type in the name of the report in the Search bar.  

 

Based on the screenshot that you shared, it looks like all the transactions created for your customers are expense type of transactions. This cane be the reason why the amounts are reported under the Expenses and not in the Income column. You may need to redo them as Sales Receipt or Invoices to make sure that you have an accurate financial record.

 

Follow the steps in these articles for more details: 

 

Lastly, I'd like to share this article in case you need more reference and guidance with your year-end tasks: QuickBooks Online Year-end Guide And Checklist.

 

Please don't hesitate to reach to us again or reply to this thread if you need more help while sorting out your income transactions. 

 

transaction list by date.PNGtransaction list by date2.PNG

bretkennedy
Level 1

Taken over from bookeeper and my QB is a mess. How do I find transactions to adjust

thanks for that. the first report seems to have a lot more transactions in it, but the second one doesn't have anything close to what it should for customers. See attached. 

 

so it looks like I have to go through each transaction and label it correctly. I would think then it would be easiest to create an invoice for each project with the total amount of the job, and then go in and allocate each transaction to that job. 

 

How does this affect reconciled accounts? I feel like this is just going to be a massive headahce.

 

bretkennedy
Level 1

Taken over from bookeeper and my QB is a mess. How do I find transactions to adjust

sorry second question, how can I be sure that every transaction entered into QB is showing up in that report? 

 

MichelleBh
Moderator

Taken over from bookeeper and my QB is a mess. How do I find transactions to adjust

Thanks for the quick reply, @bretkennedy.

 

I'll share some knowledge about customer's projects in QuickBooks Online. 

 

Creating an invoice for each project, then allocate each transaction to the job will make your reconciliation inaccurate or discrepancies. However, if you will edit only the invoice, then that won't affect the bank reconciliation

 

To your second question, as long as the project name is included in the project, then the transactions will definitely show up in the report. You can also customize it to display specific information. 

 

I've also added some articles about the different reports available in the subscription, managing customer's transactions, and other topics.

 

 

Be uncertain leave a message below if you have additional questions. I'm glad to assist.

bretkennedy
Level 1

Taken over from bookeeper and my QB is a mess. How do I find transactions to adjust

Thanks for that, but the option to be able to run a report based on customer just isn't possible. I actually feel like I need to start again, meaning I have to go back to 1/1/2020 and import all my bank statements and everythign, and then assign them to new invoices. 

 

While it will be a long and arduas task, I believe this is the best action. 

 

My only thought on how to do this though is to create a second account, do 2020, and then somehow bring over data from 2019 and 2018 and then cancel this account. 


I saw there is a way to purge the data but I am not sure I want to do that. Such a mess.

 

Thanks for your help

 

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