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What is a Balance Sheet report in QuickBooks Online?

SOLVEDby QuickBooksQuickBooks Online2Updated 2 days ago

A Balance Sheet report gives you a financial snapshot of your company as of a specific date. It calculates how much your business is worth (your business's equity) by subtracting all the money your company owes (liabilities) from everything it owns (assets):

Assets - Liabilities = Equity

Note: The total for equity includes your company's net income for the financial year to date.

How to run a Balance Sheet report

  1. Go to Business overview and select Reports (Take me there).
  2. Select Balance Sheet.

Tip: To see a higher-level summary, run the Balance Sheet Summary report instead.

Differences between a Balance Sheet report and other reports

You may notice that your Balance Sheet report doesn't match your other reports even after making sure that all the filters are the same. There are a few reasons why this occurs, such as:

  • Your Balance Sheet report is a cumulative report that carries a beginning balance.
  • In other reports, the date range you set only applies to net income and the specific account you select within the report. (Example: If you have R50 of VAT in March and R60 in April, the Balance Sheet will show R110 for the VAT liability account.)
  • If the date range for the report is April, it will still show the cumulative total of R110. However, if you select R110, its transaction detail report shows a beginning balance of R50 and then a R60 transaction for April.
  • In addition, the Sales by Product/Service reports will be limited to the date range you set. If you set the report date for April, then it will truly reflect only April and show the R60 only.

Compare your Balance Sheet report and Accounts Receivable Ageing Summary or Accounts Receivable Ageing Detail reports

When comparing your Balance Sheet report (Last Year/Accrual) and your Accounts receivable ageing summary or Accounts receivable ageing detail reports there are some things you should know, such as:

  • When you compare these two reports, you must specify the correct Ageing Method on the Accounts receivable ageing report.
  • If you're running the Balance Sheet report for any date in the past, you must select Report date for the Ageing method on your Accounts receivable ageing reports, in order for the Total Accounts Receivable to match on both the Balance Sheet and Accounts receivable ageing report.

You can customise your Balance Sheet report to show Year-over-Year columns.

  1. Go to Business overview and select Reports (Take me there).
  2. In the search bar, search for and open Balance Sheet Comparison.
  3. Select Customise.
  4. Under Rows/Columns, select the Change columns link, then select the appropriate checkbox to see the desired period.

The value of the assets should always equal the combined value of the liabilities and equity (Equity = Assets - Liabilities). If your balance sheet isn't balancing correctly, you can troubleshoot the issue:

  1. Select each account on the report to see the transactions related to the balance of each account.
  2. You can start running the date range down by starting from year to date (YTD), and narrowing it down each month, until you have the date range narrowed to the day that the balance sheet goes off.
  3. From there, you can start to figure out what transaction is causing the balance sheet to be off and resolve the issue.

Option 1: Change the date of the report to match your financial year

  1. Go to Business overview and select Reports (Take me there).
  2. In the search bar, search for and open the Balance Sheet report.
  3. Select Customise.
  4. Choose the appropriate Report period.
  5. Select Run report.

Option 2: Change your financial year on the company file

  1. Go to Settings ⚙, then select Account and settings.
  2. Select Advanced.
  3. In the Accounting section, select the edit ✏️ icon.
  4. From the First month of tax year dropdown, choose January.
  5. Select Save and Done.

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