Ref # Data in Reports

It's great to have your query shared on this forum, Shirley. Let me provide inputs when managing customized data reports in QuickBooks Online.

Beforehand, may I know what custom report you're trying to assess? You can also share screenshots so I can have a clearer reference of your end. Any additional details would be much appreciated.

In QuickBooks, several reports can help you track specific Check# data under a Ref# column. With that, you can run a Check Detail or Transaction List by Customer report to enable check detail numbers are accurately recorded in your transactions. To do this:

1. In your QuickBooks Online account, go to Reports and enter Check Detail or Transaction List by Customer report from the Search panel.
2. If necessary, click on the Switch to Classic View option. Then, click on the Customize icon.
3. Under the Rows/Column section, click Change Columns and enable the Num or Ref# checkbox.
4. Review all details and select Run Report.

In addition to this, you may consider exporting your report to an Excel file and adding further detailed customizations from there. Doing so will allow you to manually modify each check entry number and enter them on your file.

1. At the right panel, choose Reports.
2. Look for and select the report you want to export.
3. At the top of the report, select the Export icon, then click Export to Excel.
4. Save the file to where you can easily find it, such as your Downloads folder or your desktop.

Moreover, here's a guide you can utilize to help you review your account to ensure they always match your bank and other financial statements: Reconcile an account in QuickBooks Online.

If there's anything else you need additional assistance with when managing data reports in your company file, feel free to let me know in the comments below. Keep safe!

I'm am trying to produce a report of deposits, esp check deposits.  I enter the check number in the "Ref No." field but I cannot find a way to include that data in a report.  Can you tell me what kind of report, in QBO, I need to show this data?  As I said, I included the column but none of the data I've entered is showing up

Dumping in excel and "customizing" by hand is not an acceptable solution.

s

@FateCandylaneT 

The issue, as stated, is: "I created a custom report of contributed income and am able to add the "Ref#" column, but the data I've entered (specifically Check #) doesn't show up in the report."

The Ref# is not found on a check or a bill, nor would a report of contributed income include checks or bills on it. Obviously.

The Ref# is found on a sales receipt (and perhaps other sales transactions as well - not sure).

Did you address the issue? No, you did not.

Did you read and understand the OP's question? No, you did not.

@shirley-soh  RE: I created a custom report of contributed income and am able to add the "Ref#" column, but the data I've entered (specifically Check #) doesn't show up in the report. I really need this data. 

There is at least one report that will populate the field, the Deposit Detail report.  The Ref# field data will appear there in the Num column on the classic view of the report.

Thanks for following up with the Community, shirley-so.

You can run your Check Detail report and customize it with the available options in QuickBooks.

Here's how:
 

1. In your left navigation bar, go to Reports.
2. Find and open the Check Detail report.
3. If necessary, click Switch to classic view.
4. Hit Customize.
5. Make any customizations you need using your available options.
6. Select Run report.
   
   

You can also customize other reports, such as custom reports, using your available customization options. In the event you're unable to get check numbers to show up on a report while customizing it, you can use the steps available in FateCandylaneT's post to export and customize it further outside of QuickBooks.

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

I've additionally included a detailed resource about using QuickBooks which may come in handy moving forward: How do I submit feedback?

Please feel welcome to send a reply if there's any additional questions. Have a lovely Monday!

Yes, I do see that the "Deposit Detail" report reveals the check number I enter in the "Ref No" field when entering deposits.  Is this the only report that will provide check # info? I was hoping to create a custom report where I could include the check#s.

I'm looking for a report that shows deposits, each as a single line item (the "deposit detail" report groups the deposits by day).  And then I want the Check# I enter in the "Ref No." field to populate.  Right now, I can add a "Ref #" column, but nothing is populating ... I'm assuming it's the wrong field.  I really just want to include the Check# in my custom report.  Is there way to add the "Ref No" info in a custom report of deposits?

RE: Is this the only report that will provide check # info? I was hoping to create a custom report where I could include the check#s.

I'm not sure if it's the only report. It's the only one I've found. QuickBooks Online reporting is quite weak, buggy, and seems like a partial (half as*ed) implementation most of the time.

There's a different report that'll show the Ref # column, shirley-soh. Allow me to guide you through the steps on how to open it.

Aside from Deposit Details, you can also run the Transaction List by Customer report. Let me show you how to open it:

1. Go to the Reports menu and type in Transaction List by Customer in the Search bar.
2. If you're defaulted to the New Enhanced Experience view, click Columns and proceed to the More columns tab.
3. Click Show more and check the box for REF #.
4. If you're still in the Classic view, click Customize.
5. Scroll down to the Rows/Columns section and click Change columns.
6. Check the box for REF #.
7. Click Run report.

Please note that the Ref # column in the Transaction List by Customer report will only be populated if the deposit transaction is linked to a sales receipt, rather than being an independent deposit transaction.

Additionally, the reference number is not the same as the actual check number. You'll want to type in the check number in the Reference number field in the sales receipt so they will show up in the right column.

I have included a few additional resources below that can provide helpful guidance when running reports in QuickBooks Online:

• Common Custom Reports In QuickBooks Online
• Customize Reports In QuickBooks Online Using Modern View

Feel free to continue our discussion or post any other questions you have about generating and analyzing reports in QBO. I'm happy to provide additional tips or explanations that could help you work with reports more effectively.

That's what I'm learning.  The reporting is not very flexible and it's super frustrating.