Viewing customer detail transactions as a register

Yogi · ‎December 11, 2023

How can I view the details of a customer's balance as a register or ledger page? I recently encountered a situation in which my client was acquired by another company. This client was a service provider with a monthly automatic billing, and their customers were transitioned into the new owner over time. When service was cut off from a customer in my client's company, their clerk marked that customer "inactive" and disregarded the warning that the customer balance would be deleted on the advice of her supervisor and the buyer. I do not believe that Intuit has the right to remove or alter numerical data in my company file because of this toggle, but that's another conversation.

My issue is that between these system-generated credit memos and any mirroring system-generated invoices for subsequent payments have skewed my sales reports and inhibited my reconciliation of subsidiary ledgers in my Accounts Receivable. Because the customers are marked "inactive", I cannot pull them into most reports, especially ones with details. Is there a way for me to view the deleted customers' transactions in detail with a running balance?

Clark_B · ‎December 11, 2023

Hi there, @Yogi.

I'd be happy to guide you to see the deleted customer's transactions through reports in QuickBooks Online (QBO).

To begin, you can use the Transaction List by Customer report to show the transactions in detail and inactive customers will appear as deleted when you run the report.

To view the deleted customer's transactions in detail, here's how:

Go to the left navigation panel, and select Reports.
Type Transactions list by Customer, and click it.
Switch to Classic View.
Click the drop-down button under the Report period, and Filter the date.
Click Run report.

Additionally, for customers with a positive balance, QBO will create a credit memo as an adjustment when they become inactive while for customers with a negative balance, QBO will create an invoice as an adjustment.

I will also include a helpful article that guides you in memorizing reports: Memorize reports in QuickBooks Online.

Please feel free to leave a comment below if you have any concerns regarding the transaction list by customer report or any other QBO-related issues. We are always here to assist you.

View solution in original post

Clark_B · ‎December 11, 2023

Hi there, @Yogi.

I'd be happy to guide you to see the deleted customer's transactions through reports in QuickBooks Online (QBO).

To begin, you can use the Transaction List by Customer report to show the transactions in detail and inactive customers will appear as deleted when you run the report.

To view the deleted customer's transactions in detail, here's how:

Go to the left navigation panel, and select Reports.
Type Transactions list by Customer, and click it.
Switch to Classic View.
Click the drop-down button under the Report period, and Filter the date.
Click Run report.

Additionally, for customers with a positive balance, QBO will create a credit memo as an adjustment when they become inactive while for customers with a negative balance, QBO will create an invoice as an adjustment.

I will also include a helpful article that guides you in memorizing reports: Memorize reports in QuickBooks Online.

Please feel free to leave a comment below if you have any concerns regarding the transaction list by customer report or any other QBO-related issues. We are always here to assist you.

Yogi · ‎December 20, 2023

Thank you for this suggestion. I did run that report, and I was able to see all customers' activity including inactive. I wish that I could have sorted that report by customer name, but the inactive customers did not appear on the list from which to select in customizing. My project is making sure that customer's balances and transactions transferred correctly to a party that purchased all A/R. My export to Excel had over 23,000 rows.

Also, the Balance column on that report (as exported to my Excel) was not a running balance from the first transaction per customer; it displayed all zeros until the last row. It seemed as though the balance reflected the status of each entry rather than the actual running balance. Poor accounting presentation to me.

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Viewing customer detail transactions as a register