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Megantic
Level 1

Report for one distribution account over multiple years

I need to compare my rent and maintenance expenditures over multiple years (5 at least).    I have created a parent account called "store maintenance" with a number of sub-accounts like: rent, hydro, telephone, cleaning, repairs, etc.  

 

I would like to create a report with the various expense categories (rent, hydro, telephone, etc) going down the left-hand side and grouped across the top by columns, each column being a fiscal year.

 

I can't for the life of me figure out how to do that.

 

Thanks in advance!

 

 

8 Comments
MaryAnn_E
QuickBooks Team

Report for one distribution account over multiple years

Hi there, @Megantic.

 

I can help you create an annual report for your expenses.

 

We can customize a Transaction Detail by Account report to show your expense transactions on annual basis. Let me guide you on how to do that:

  1. Go to the Reports tab.
  2. On the Find report by name field, look for Transaction Detail by Account.
  3. On the report, click the Customize button.
  4. Click on Filter to expand the options.
  5. On the Transaction Type drop-down, select Expense.
  6. In the Account drop-down, mark the accounts you'd like to view in the report.
  7. Click Run report.
  8. Once done, click the Report period drop-down and select This Calendar Year or This Fiscal Year.
  9. Click Run report.

 

Next, you can click the Save customization button to retain the changes applied to the report. This way, you no longer need to repeat the customizations the next time you get the report.

 

To access the customized report, follow the steps below:

  1. Go to the Reports menu.
  2. Click the Custom Reports tab.
  3. Select the modified report.

 

You may want to check this article to know more about customizing reports in QuickBooks Online: How to Customize Reports.

 

Please feel free to mention me if you need further assistance. I'll be glad to work with you again. Have a good one!

Megantic
Level 1

Report for one distribution account over multiple years

Thank you MaryAnne_E, but that's not the report I need to produce.  See attached for an example. 

 

I need multiple years, not just one year, or this year and the previous.  Even when I enter multiple years as the report period (e.g.: August 2014 to July 2019), I can't get the report to use the calendar years as the basis for the columns.  

Jovychris_A
QuickBooks Team

Report for one distribution account over multiple years

Thank you for adding details, @Megantic.

 

You can run the Profit and Loss report then customize it to show expense accounts, yearly expenses, and its totals.

 

Here's how:

  1. Go to the Reports menu and then select Profit and Loss.
  2. Click the Customize button on the top right.
  3. Ser the Report period to Custom and then set it from the beginning of the year 2014 to the year you want.
  4. Then go to ▼Row/Columns to set the Columns to Calendar Years.
  5. Go to ▼Filter and then select Distribution Account, then check the expense accounts' boxes that you need to see.
  6. Click Run report.

 

Once done, you can now review the total amounts for each account.

 

After customizing the report, you may want to memorize it by clicking the Save customization button on the top right and then check it in the Custom Reports tab in the Reports menu.

 

Keep me notified by tagging (@Jovychris_A) if you need further assistance. I'm here ready to help. Stay safe and have a great business everyday!

Megantic
Level 1

Report for one distribution account over multiple years

Thank you Jovychris_A, that's almost there.  It seems I can only select one distribution account.  When I select more than one, I get a blank report.  Does this report allow for selecting only one account?

AlexV
QuickBooks Team

Report for one distribution account over multiple years

Good day, Megantic.

 

The Profit and Loss report shows your income, expenses, and net income. You can select multiple distribution account as long as they are income or expense accounts. When you customize it, select only the expense categories you use.

 

For more details, here's how to customize reports in QuickBooks Online.

 

I'll be here if you have more questions. Stay safe!

Megantic
Level 1

Report for one distribution account over multiple years

Thanks Alex V.

 

Just so I'm clear:  this report can only show income OR expenses, but one cannot select both an Income account AND an expense account for the same report.  Correct?

 

I have both income and expenses related to the management of my store.  I want to create a report by selecting two reporting accounts:  one that is in the income section and one that is in the expense section.  Is that possible?  I've not been able to generate that. 

Angelyn_T
QuickBooks Team

Report for one distribution account over multiple years

Thank you for the follow-up question, @Megantic.

 

I can share with you some additional information about the Profit and Loss report.

 

The report doesn't just show your income or expenses. But, this displays both your income and expenses, together with the net profit or loss over a specific period. 

 

In case you want to customize the accounts you want to display on your report, you can follow these steps:

 

  1. Click on the Customize button from the report's page.
  2. Go to the Filter section, then select the desired account/s under Distribution Account.
  3. Tap on the Run report button to refresh the page.

For an additional guide, while running and customizing reports in QuickBooks Online, you can check out this article: Run reports in QuickBooks Online.

 

If you want to preserve the current settings of your report, you can memorize it. For the detailed instructions, you can check out this link: Memorize reports in QuickBooks Online.

 

Please feel free to leave a comment below if you  have any other questions about QuickBooks or with the Profit and Loss report. I'm more than happy to help. Keep safe!

Megantic
Level 1

Report for one distribution account over multiple years

Thank you Angelyn, but no.  The moment I select a second distribution account to filter by, I get a blank report.

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