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Table of ReportsBrowsing the Reports menu can be rather time-consuming, so I have done it for you. Below is a table of the reports XE "reports:table of" XE "table of reports" found in QuickBooks Pro 5.0, with all the options active: inventory, sales tax, purchase orders, full payroll, estimates, 1099 tracking, time tracking and job tracking. The earlier versions have most of these reports. icon note The reports menu will list reports for active functions. Absence of any reports from the menu indicates that the related function is turned off (or if it is not included in your version.) Many of the special reports are in fact customized with filters, etc. In order to see what should be in a report, what transactions are included and which are excluded, the only way is to open up the customization and see what is set up in the report. icon note Default date options are shown for a few reports. Note that Month-to-Date vs Previous or Year-to-Date vs Previous compare to a time span from the beginning of the previous period to a “like” date in that period, the analog of the current date. Selected detail reports accessible by zooming from summary reports are listed. In some cases these are only slightly different from other detail reports triggered directly from the menus. Many other detail reports can be displayed by zooming. Asterisks ( * ) in the table denote explanations below the table, indicating information that I found in the reports, and expect that you will find useful. [Brackets] signify a few reports that are available only by zooming from numbers in another report. In many cases, these are only slightly different from a directly selected detail report. In order to keep the table from being even larger, the comments are limited to providing guidance on which reports you may want to explore. The broad capability and flexibility of the system imply that there is no substitute for understanding it. Reports in QuickBooks Pro 5.0 (Barbara, please find a better font.)
Group
Reports
Comments
Profit and Loss
(common to all P&L:)
Accounts: all income and expense, only*
(Income Statement)
Standard
Current month to date (default for “Standard”)
YTD Comparison
Month to date and fiscal year to date
Previous Year Comparison
Current FY to date and prev FY to like date
of that year; differences $ and %
By Job
Column for each active job; This FY to date
By Class
Column for each active class; This FY to date
Itemized
Detail of income and expense items;
may want to remove columns.
Inc by Customer Summary
Net income by customer; this FY to date
Inc by Customer Detail
Same with item detail
Exp by Vendor Summary
Expenses by vendor, this FY to date
Exp by Vendor Detail
Same with item detail
Balance Sheet
Standard
As described in text*
(Statement of
Comparison
Two dates, this FY and prev; changes $ & %
Financial
Summary
By balance sheet account types
Position)
Itemized
Details; transactions in subject time period
A/R Reports
Aging Summary
Customers and amounts overdue by month
Aging Detail
Invoices current or by time overdue
Open Invoices by Customer
Customers: invoices, amounts, due dates
Collections Report
Same, plus contact person and phone number
Customer Balance Summary
List of customers and balances due
Customer Balance Detail
Invoices and payments, by customer
Sales Reports
By Item Summary
Sales by item type and item, with % *
By Item Detail
Invoice detail by item and item type
By Customer Summary
Sales by customer for a time period
By Customer Detail
Invoices, CM’s and cash sales by customer:job
By Rep Summary
Gross Sales summarized by salesperson
By Rep Detail
Invoice line items by sales person
Pending Sales
Problem -- see text*
Purchase Reports
By Item Summary
Items purchased (but not expenses)*
By Item Detail
Same, line item detail
By Vendor Summary
Items (but not expenses)* purchased, by vendor
By Vendor Detail
Same, line item detail
Open Purchase Orders
Show Open/Show all
button Inventory Reports
Stock Status by Item
Description, item count, etc. No dollars
Stock Status by Vendor
Stock, by preferred vendor
Valuation Summary
Purchase and resale value of items
Valuation Detail
Purchased this period plus total on hand
Physical Inv’t Worksheet
Stock per record, pref vendor, space for count
Price List
Resale prices of all items*
A/P Reports
Aging Summary
Bills by vendor and due or time overdue
Aging Detail
Bills detailed, total by due date range
Unpaid Bills Detail
Detail of unpaid bills, total by vendor
Sales Tax Liability Report
Plus non-taxable sales. See text.*
Vendor Balance Summary
Payables by vendor. Default all dates.
Vendor Balance Detail
Same, detail of bills
1099 Report
Information for Form 1099-MISC
1099 Detail
Details of 1099 report
Budget Reports
P&L Budget Overview
P&L Info from Activities Set|Up Budgets
P&L Budget vs Actual
Flexible, can be 208 columns wide!
P&L Budget by Job Overvw
Details from Activities|Set Up Budgets. Slow
P&L Bud vs Actual by Job
Income & Expense by job, budget vs actual.Slow
Balance Sheet Bud Ovrvw
Balance Sheet Info from Set Up Budgets
Bal Sheet Bud vs Actual
Account actual positions vs budgeted
Transaction Reports
By Date
... as seen in source accounts. See text.*
By Customer
Basic transactions with each customer
By Vendor
Basic transactions with each vendor
Transaction Detail R
By Account
Both ends of transactions, by acct, date
By Date
Both ends of transactions, by date
Payroll Reports
Summary by Employee
All payroll accounts, employees in columns
Employee Journal
Rows: Employees. Columns: Accounts
Liabilities by item
(Well described; no comment)
List Reports
Customer Phone List
Name, phone, add other columns
(QuickBooks 5)
Customer Contact List
Phone list plus contacts, bill to
Vendor Phone List
Name, phone, add other columns
Vendor contact List
Name, balance owed, phone, acct number
Accounts: Income Tax
Accounts, types, tax line assigned
Accounts: Detail
Above plus balance, description
Items: Price List
Items, descriptions, prices, pref vendor*
Items: Memorized Trans
Memorized transactions, source acct
Payroll Items
Payroll Items, exp acct, Liab acct, etc
To Do Notes
Date, description, done
Terms
Terms detailed
Project Reports
Job Administration
Customer info and job status. No $. QB4*
Job Profitability Summary
Costs vs revenues by customer and job
[Job Actual Cost Detail]
Zoom from Profitability Summary or Est vs Act
[Job Actual Revenue Detail]
Zoom from Profitability Summary or Est vs Act
Job Profitability Detail
Pick customer:job. Costs vs revenue.
Job Estim vs Actuals Sumry
All jobs, cost & revenue, estimates vs actuals
Job Estim vs Actuals Detail
Customer from Filter Name
Job Progress Invoices vs Est
Customer:job Estimates, invoiced progress
Item Profitability
Cost vs Revenues by item
[Item Actual Cost Detail]
Zoom from Item Profitability
[Item Act Revenue Detail]
Zoom from Item Profitability
Item Estimates vs Actuals
Cost & revenue, estimates vs actuals, by job
[Item Estim Cost Detail]
Zoom from Item Estim vs Actuals
[Item Estim Revenue Detail]
Zoom from Item Estim vs Actuals
Item Profitability
Actual Cost vs Actual Revenue by item
[Item Actual Cost Detail]
Zoom from Item Profitability
[Item Actual Revenue Det]
Zoom from Item Profitability
Item Estimates vs Actuals
Estimated Cost vs Actual Cost by Item
Time by Name
Hours by employee, for customer, when
[Time Activity Detail]
Zoom from Time by Name or Time by Job, etc
Time by Job (Name, Item)
Customize for Items and/or Names
Time by Item
Customize for Jobs or Names
Time Activity Detail
Detail of employee hours on jobs
Other Reports
Cash Flow Forecast
Based on invoices and bills entered. See text.*
Income Tax Summary
Sums transaction by income tax line
[Tax Line by Account]
Zoom from Income Tax summary
Income Tax Detail
Transaction by income tax line
Check Detail Report
Payees, accounts, and amounts; pay checks
Missing Check Report
Checks by number, missing and duplicate noted
[Invoices by Number]
Use Missing Checks, specify Accts Receivable
General Ledger
Analysis of every account, limit with Filter
Trial Balance
What the accountants asked for
[Transactions by Account]
Zoom from Trial Balance
Journal
Details of every transaction
[Transaction Journal]
Detail of >amount< on another report*
[Transaction History]
History of >amount< on another report*
Audit Trail
Changes to transactions, if turned on
Custom Report
(summarizes transactions)
Same as P&L Report; no Balance Sheet Accts
Sales by Item Summary does not include item totals, apparently because this would usually be adding apples to oranges. If you really need item counts, the report can be printed to a spreadsheet file, and manipulated in a spreadsheet program. Purchase Report by Item Summary and By item detail list items. Any purchases on an Expense tab are not included. Transaction Report|By Date might be described as a single-entry bookkeeping report. It shows only the primary entries, not the reverse transactions. These are shown in the Transaction Detail Reports. More in the section above on these reports. List Reports can also be called up from a button at the bottom of the respective list. From most lists, you can choose between a brief report and a comprehensive report. Other forms may be had by deleting columns from the comprehensive report. Price List is XE "price list" among List Reports in QuickBooks 5, and under Inventory Reports in earlier versions. Job Administration Report in QuickBooks 4 was replaced by a list report. From the Customer:Job list, create a Customer Contact List Report, and customize to add a Job Status column Sales tax: the earliest versions of QuickBooks did not track non-taxable sales by tax district, so the Sales Tax Liability Report cannot show this information as converted. Current sales will be included correctly, provided the item and customer setup is correct. Pending Sales report XE "Report, Pending Sales" gave results only with special tuning. You can click on Filters, then scroll to the top and click on Selected Accounts, and you will see that all accounts are checked . Scroll to the very bottom of that list. Estimates needs to be checked. Then you get a report of all estimates designated as pending. If this proves useful, the corrected form should be memorized. This may be changed in an update. Custom Report is identical to the P&L report, and will not show balance sheet accounts. The Windows versions have no report equivalent to the Summary Report of the DOS versions. For a special report including balance sheet accounts, start with a transaction report or transaction detail report. Cash Flow Forecast is not a crystal ball. It is based on transactions currently recorded, including your sales invoices and bills (invoices) from vendors, according to due date. Not listed are future payroll disbursements, or any memorized transactions. Transactions could be entered representing future activity, but would soon get impossibly tangled. Such analysis would be better handled with a temporary shadow company file, made by copying the file in the Windows system (Chapter 23 or Chapter 24.) Then projected transactions could be entered freely. To avoid confusion, it would be well to edit the principle accounts to have highly distinctive colors. Transaction Journal and Transaction History reports have a special route for access. With another detail report displayed, click once on a transaction with the (z) and park the pointers on the transaction. Then, from the menu, call up the Journal or History report. |
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