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Established Member

Sub Account Balance Sheet Report

New to QB Online. I have my main bank account and sub accounts. I was in 2003 Before and had sub account balance sheet reports for fiscal year. My reports were supposed to be migrated over, but they did not. How do I create the same thing on QBOnline. It does not give me the option in the balance sheet to just choose certain account

Solved
Best answer 03-22-2018

Accepted Solutions
Content Leader

Re: Sub Account Balance Sheet Report

Hey Dale (@fishing4dale)

 

I had another thought. @Rustler, while it may require a bit of manual work initially, would it make sense to create and save customized P&L reports by church department with all the relevant parent and sub-accounts for said department? 

Custom-sub-account-group.gif

 

 

 

 

 

 

 

16 Comments
Content Leader

Re: Sub Account Balance Sheet Report

Hey Dale,

 

Welcome to the community and QuickBooks Online. Are you interested in running targeted reports for particular accounts or creating reports for only (and all) of your sub-accounts?

 

For the prior, go into the Accounting Tab and go to your Chart of Accounts. Find the specific sub-account you want to run a report for, click the (Arrow Icon.jpg ) and then "Run Report." This limits the report (which is customizable) to just the one account. 

 

For the latter, go back into your Chart of Accounts and click the "Run Report" button on the top right. This brings up an account list and summary of everything in your CoA. To filter for specific sub-accounts, click the "Customize" button at the top, expand the "Filter" section, check the Account box and then scroll through the drop-down menu to toggle the specific accounts you want to include in your report.

 

QuickBooks Desktop and Online have different workflows, each has its own character, but once you learn them both they're equally easy to navigate. I was the opposite, I started with QuickBooks Online and am now exploring the features of QuickBooks Desktop.

 

I hope this helps! 

Established Member

Re: Sub Account Balance Sheet Report

Actually what I am looking to do is the income and expenses summary report for the last fiscal year. Does that make sense? The P&L gives it for all, but what I want is a separate report for each dept, it shows nothing and just want one distribution acct, it gives me nothing

Established Community Backer ***

Re: Sub Account Balance Sheet Report


@fishing4dalewrote:

Actually what I am looking to do is the income and expenses summary report for the last fiscal year. Does that make sense? The P&L gives it for all, but what I want is a separate report for each dept, it shows nothing and just want one distribution acct, it gives me nothing


to have by department reporting, you have to QBO Plus, and in company settings turn on locations and classes, then define them and tag transactions with them.


QBO does not have balance sheet by class or location the way desktop does


Bank accounts should not be used to run a balance sheet or a P&L, they are just a place to hold money.


company>categories and turn on classes/locations
OR
Gear>accounts & Settings
Advanced>categories and turn on classes/locations

class allows you to tag each item line in a transaction
location allows you to tag the entire transaction

Established Member

Re: Sub Account Balance Sheet Report

Bummer. I was told that they did when I moved from 2003 to online. This is for my church and I want to create a balance sheet for each dept head so they know what they have available for their budget. Can you think of any other report that will give me what I need

Content Leader

Re: Sub Account Balance Sheet Report

Hey Dale (@fishing4dale)

 

I had another thought. @Rustler, while it may require a bit of manual work initially, would it make sense to create and save customized P&L reports by church department with all the relevant parent and sub-accounts for said department? 

Custom-sub-account-group.gif

 

 

 

 

 

 

 

Established Community Backer ***

Re: Sub Account Balance Sheet Report

Problem is the OP wants a balance sheet by department, P&L is income and expense not balance sheet accounts

 

After creating the code for classes and locations and reporting on them, why intuit programmers stopped half way is kind of typical, but a mystery

Established Member

Re: Sub Account Balance Sheet Report

I spent 7 hours with Help Desk and then they concluded, QB Online is is designed to limit reports to Parent Account only and you cannot display the sub-accounts in P&L and Balance Sheet. I complained that this renders QB Online useless since I can see the Total Account balance from a bank statement. I asked why the Chart of Accounts includes such detailed sub-accounts and allows me to enter the detailed data, but cannot retrieve it. I was referred to leave a request in Feedback to the Engineers. Can anyone help me?

QuickBooks Team

Re: Sub Account Balance Sheet Report

Hello there, @jwhllc.

 

Let me share a few information about the sub-accounts in the P&L and Balance Sheet report.

 

Once you've created sub-accounts, they'll surely show on the Profit and Loss and Balance Sheet report. You'll just need to customize the report to show the sub-accounts their respective parent accounts.

 

To do it, please follow the steps below:

 

  1. Click Reports.
  2. Search for Profit and Loss or Balance Sheet.
  3. Click Customize.
  4. Select Filter to drill-down.
  5. Check the box beside Distribution Account.
  6. Select the sub-accounts you want to display on the report.
  7. Hit Run report.

I've attached screenshots below for your reference.

1.PNG

2.PNG

3.PNG

 

Balance Sheet report screenshot.

1.PNG

You can also read this article for your reference: How to Customize Reports.

 

Also, in case you need tips and related articles in the future, visit our QuickBooks Community help website for reference: QBO Self-help.

 

That's it! Please let us know if you have any other questions about the P&L and Balance Sheet report. We're always here to help.

Experienced Member

Re: Sub Account Balance Sheet Report

Hello Mark_R

 

With the standard balance sheet that is produced, why is it that only the accounts receivable header appears and ignores the type and detail type of other current assets and does not produce sub totals for them.

 

To be clear:

We have 3 accounts set with the following types

Accounts receivable - Accounts Receivable

Trading Account - Cash and cash equivalents

Savings Account - Cash and  cash equivalents

 

The report will add a header for the accounts receivable and report the total, but wil just list the two bank accounts under this and then provide a total for the current assets. 

 

I note as well that when you produce a Summarized Balance Sheet it will include the above two bank accounts as "Other Current Assets"

 

I expect there is a setting that has not been ticked.

 

Thanks for your help

 

Regards

 

Rob W

QuickBooks Team

Re: Sub Account Balance Sheet Report

All reports in the balance sheet will show an amount as long as they have an activity, RobWKal.

 

It could be that your bank set up is not ideal, we recommend to use Account type and Detail Type as Cash and Cash Equivalent instead of Other Current assets. This might be the reason why its not showing the amount. 

 

This information will guide you to the report you need RobWKal. If you have follow-up questions, don't hesitate to comment below. We're always here to help.

 

Experienced Member

Re: Sub Account Balance Sheet Report

The accounts are setup the way you describe but do not do as expected or as you describe. Is someone from QB able to review and confirm?

 

Regards

 

Rob W

Experienced Member

Re: Sub Account Balance Sheet Report

For some reason my replies do not appear. Not sure why

QuickBooks Team

Re: Sub Account Balance Sheet Report

Hello there, RobWKal.

 

Yes, someone from customer care support can review and confirm your account set up. You can request a callback so an agent can reach out to you and check your account. Here's how:

  1. Click Help inside QuickBooks Online.
  2. Choose Contact us.
  3. Enter a brief description of your concern, then click Let's talk.
  4. Choose Get a callback.

The phone line is open from Mondays to Saturdays. During weekdays, they're open from 6:00 am to 6:00 pm PST. Then, during Saturdays, they're open from 6:00 am to 2:30 pm PST.

 

Feel free to drop by if you have other questions. Have a good one! 

Experienced Member

Re: Sub Account Balance Sheet Report

Hello

 

Have wasted a significant amount of time on this already and now another thing does not work as you describe.

 

The Get a Call back is greyed. Is there something else to do?

Clipboard012.jpg

Experienced Member

Re: Sub Account Balance Sheet Report

 
QuickBooks Team

Re: Sub Account Balance Sheet Report

Thanks for getting back to us, @RobWKal.


I appreciate you trying out all the troubleshooting steps shared by my colleague above including reaching out to our Customer Care Team to verify your account setup and get the data needed on the report.


It’s possible that phone support might not yet open by the time you tried to schedule a callback. I recommend trying it out again since the option is working on my end. 


You can follow the steps shared by my colleague to get in touch with them. If you continue to get the same result, I suggest performing some basic troubleshooting steps to make sure the issue isn’t browser related. 


Cache tends to hold onto information and, after a while, it can cause issues in the web pages like errors inside QuickBooks. Let's verify if this is the case by loading the site using a different browser or a private window.

 

Here’s how: 

  • Ctrl + Shift + P (Internet Explorer)
  • Command + Shift + N (Safari)
  • Ctrl+ Shift + N (Google Chrome)
  • Ctrl + Shift + P (Mozilla Firefox

Once done, make sure to clear your default browser’s cache to continue using it without any problem. Here’s an article to help you with the process: Delete or Disable cache and temporary internet files in your web browser.


That should get you pointed in the right direction.


Let me know how everything turns out, or if you have any issues, after following those steps. I'm always here to help. Have a good one!