Line items and Projects: Missing data on Projects Reports when splitting transactions between different projects

EYDO · ‎September 04, 2023

I am using the projects feature to manage restricted grant funds for a nonprofit, using the International version of QBO.

Initially, I set up broad projects to track funds from different grantmakers. Then, I was excited to see that different projects can be added to line items of a transaction, so I created more narrow projects and divided transactions between projects to provide better reporting to grantmakers.

However, I’m now seeing incorrect data on the projects page when using line items. When a transaction contains multiple line items related to the same project, the expenses are correctly added to the project, but when a transaction has items related to different projects, the data is excluded from reports by project and P&L charts on the projects page.

To recreate the problem, use this example: Imagine you are building two houses for a customer, and you order $10,000 of lumber divided equally between the two projects.

1. Set up a customer.
2. Set up two projects for that customer (“House 1” and “House 2)
3. Add two lines to the transaction (I usually use the items section) with $5,000 of lumber on each line.
4. Fill in the project fields on each line with a different project (eg. “House 1” and “House 2) and save.

Result:

If you view the Profit and Loss charts on the projects page, both projects say 0. (Expected behavior: Both should say -$5,000)
If you click on one of the projects, then click “Transactions”, it lists the expense with the full amount ($10,000) (Expected behavior: Should say $5,000)
Note that if you edit the expense so that both line items are related to the same project, the P&L chart will correctly show -10,000, and the transaction will be included in reports.

It seems redundant to select the project on a line item basis when the only way for reports to work correctly is for all the items to have the same project.

MadelynC · ‎September 04, 2023

Hi there, @EYDO.

I want to help you. But I need some information to discern your concern better. Can you provide screenshots of your transaction and report? It helps me narrow things down and offer accurate resolutions for you.

In case you need insights and tips on how to effectively manage your projects in QuickBooks Online, you can use the following resources below:

Write me soon once the information is ready. I look forward to working with you again.

EYDO · ‎September 05, 2023

Upon further investigation I realized that my initial post contained incorrect information. I apologize. It seems like reports are sometimes working as expected and sometimes excluding expenses, and I'm not sure why.

The screenshot attached shows a report that is not working as expected. The project has two transactions. The first one in a single line item. The second transaction is split between multiple line items, all with the same project. The two transactions sum to 332,000. In this case, the correct P-L should also be -332,000, because all the line items in both expenses are related to the same project. However, the Profit Profitability Report is blank. ("This report contains no data.")

I have another project where the report is working correctly, despite the fact that transactions are split between projects. The project has 5 transactions. The first four are single line transactions, but the last one includes multiple line items for unrelated projects. In this case the transactions sum to 376,000 but the report correctly excludes the unrelated line items in the last transaction to give the correct P-L (-256,000). When I export the report, it looks correct / as expected. (I would add a second screenshot but for the upload limit)

Why is one project working as expected while the other report is blank?

Archie_B · ‎September 05, 2023

Hi there, EYDO.

Let's work together to ensure that reports show accurately for your projects in QuickBooks Online.

it is possible that your browser has accumulated some outdated and corrupted temporary internet files, resulting in unusual behavior. We can check for underlying browser issues and resolve them by performing some troubleshooting steps.

Depending on your browser, use the keyboard shortcuts listed below:

Google Chrome and Microsoft Edge - press Ctrl + Shift + N
Mozilla Firefox - Ctrl + Shift + P
Safari - Control + Option + P

If the reports show accurately for both projects, you can return to your regular browser and clear its cache. It will remove all outdated and corrupted internet files that are causing strange behavior or blank pages, such as the ones you see when accessing the reports for projects.

You can also look for and use other supported browsers that work perfectly with QuickBooks Online.

Please let me know how this goes or if you require any additional assistance with reports. I'd be happy to help. Take care!