Transaction report

Thanks for dropping by the Community today, dggoodwin.

I recognize the importance of having the transactions show up on the report, especially for the period selected. This provides a clearer view of what happened to the business at that specific time. Let me share some details about building reports in QuickBooks Desktop (QBDT).

The date and accounting method affect the information you’ll see on the report. For example, a cash basis report only shows income when cash is received and expenses once they’re paid. Meanwhile, the accrual method displays income regardless of when the money is received or paid.

Check this article for more details: Differentiate Cash and Accrual basis. It outlines the complete steps on how to set your reporting preferences.

Regarding the missing transactions, I appreciate it if you can send a screenshot of the report with its name. This is to check if we have a reported issue.

For future reference, the following resource provides a detailed list of the tasks you can do on a statement: Customize reports in QuickBooks Desktop. It contains some links on how to personalize a report, set up a schedule, handle memorized reports, etc.

Let me know in the comment section below if you have any clarifications on running a transaction report. I’ll be around to help you. Have a good one. 

Assuming this is coming from a computer.  This does not help.  I have had this problem before, never a solution.  I have only been using this program for the last 25 or 30 years.  

If I run a transaction report from 1/1/2019 to 12/31/2021 I get most of the transactions.  If I change the date to 1/1/2019 to 1/22/2022, it eliminates data.  It is taking me forever to put it into CSV and excel and then cutting a pasting, a real pain.

@dggoodwin 

What transaction report?  What transactions are missing?  Can you post screenshots?

Here you go. The only thing that was changed was the date.  I can get all the data if I do a calendar year, but more than that and things disappear.

Your screenshots don't look like they're from the same parts of the reports.

I think it depends on the base report you start with. If I start with a custom transaction detail report I don't see this happening. (Start at Reports | Custom Reports | Transaction Detail.)

Of course they are from the same report.  All I did was change the period of the report.  That is the problem, the data disappears and is not complete for the entire period.  That is the reason it looks like a different report.  That is the problem!

I appreciate you for coming back to the thread to add additional details about your concern. With this, I'll be sharing some troubleshooting details and steps to ensure you'll be able to run the report accurately.

QuickBooks Desktop allows you to customize any reports. Then, once you modify the report's date and that date is linked to transactions, the data for that entire time period should be displayed. Since this is not what happened in your end, I suggest making sure that you open the right company file to ensure that you open the right data.

If the issue persists, I recommend running the  Verify and Rebuild Data Utilities to get this sorted out. The Verify Data utility identifies any potential data damage issues that might've caused data to disappear after changing the period of the report. While the Rebuild Data utility repairs damaged data in your company file. Before this, you'll have to secure a backup copy of your company file.

To Verify data:

1. Go to the File menu.
2. Scroll down to Utilities.
3. Select Verify Data.
4. Click OK.

To Rebuild Data:

1. Go back to the File menu.
2. Choose Utilities.
3. Select Rebuild Data.
4. Click on OK when you get the message Rebuild has completed.

To see further details, you can click on this article: Verify and Rebuild Data in QuickBooks Desktop.

If the issue continues to occur, I reccomend contacting our QuickBooks Support Team. They have the tools to pull your account to deep investigate the cause of the problem.

You may open this article to see steps on how you can save QuickBooks reports so you can use them in Microsoft Excel: Export reports as Excel workbooks in QuickBooks Desktop.

Let me know if you have other questions about running report in QuickBooks. I'm always free to help you whenever you need my assistance. Take care and stay safe always!

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@dggoodwin wrote:

Of course they are from the same report.  

I didn't write that they were from different reports.

In any case, the screenshots don't help because we don't know your data and can't tell what it is that is missing without scrolling two versions of the report, from top to bottom, and comparing them side-by-side. Have you tried that?

Have I tried to look at the reports side-by-side?  Really?  That is the problem, the ONLY thing that is changed is the date, same for every other item.  I know my business and I know what is missing.  The report is a piece of crap.  I have had this problem before and did not post anything, but I have been using this program for 30 years, so it is not like I just started this process.  There is something wrong with how they format this.

I can print out a 2019 report 1/1/2019 - 12/31/2019  I can print a 2020 report, a 2021 report, but if you just change a date from 1/1/2019 to 1/22/2022 to get ALL the data on one report, it deletes items.  Makes no sense whatsoever.  I took each report and downloaded it to a CSV report and then spent a lot of time putting it into one report using Excel spreadsheet. 

This should be simple, but it is not. Intuit needs to fix this.