Quickbooks Software

Create and Memorize Reports in QuickBooks

QuickBooks contains several pre-created reports that display summary information from the company data file. The reports are crucial to small business owners for charting the future trajectory of the company. QuickBooks reports can be customized according to the specific user’s needs. In this article, we will cover basic information about how to create and memorize a report template in QuickBooks Desktop 2015 and later. Here you will learn about how to customize, filter and memorize reports to suit your needs and preferences.

How to Customize Report Template in QuickBooks

QuickBooks Desktop allows you to customize the content of any report.  You can add or remove the columns, customize fields, add or delete the header or footer, and also customize the style and font of the report.

In order to customize a report, you should follow the steps outlined below.

Step 1: Select ‘Reports’ from the Menu bar.

Step 2: Open any report, and then click on ‘Customize Report’.

Step 3: Click on the available tabs to customize the window.

Step 4: Once you have customized the report, you must click OK.

The available tabs in QuickBooks that you can customize include Display, Filters, Header / Footers, and Fonts & Numbers.

In the Display tab, you can change different settings regarding the content displayed in the report. You can select the dates covered by the report, report basis (annual or cash), and columns displayed on the report. You can specify how the columns should be displayed in the report (by day, by total, by item type etc). The sort option allows you to choose how the data is sorted (such as ascending or descending order). Also, you can specify to add sub-columns for the previous period, previous year, year-to-date, and percentages in the report.

The Filters tab contains options that you can use to filter the information contained in the report. You can add or remove filter as per your preferences. You can set filters for date, amount, billing status, aging, and many other elements.

In the Header / Footer tab, you can modify information that should appear at the bottom and the top part of the report. The header text appears at the top of the report while the footer text appears at the bottom. You can select information such as company name, report titles, subtitle, and date prepared in the header section of the report. The footer information that you can select or deselect includes the page number and the extra text that you want to be displayed in the report. You can also specify the alignment of the header and footer.

Finally, the Fonts and Numbers tab allow you to select the appearance and style of the report. You can modify the fonts, font style, and font size of different sections of the report. There are several sections whose font can be modified such as column label, row labels, report data, date, report title and subtitle. In addition, you can opt to have all the numbers divided by 1000 or without cents. Lastly, select whether negative numbers should be displayed in parentheses or with a trailing minus sign.

How to Memorize Reports in QuickBooks

In order to avoid having to go through the process of customizing the report every time you want to print the report, you should have the changes memorized in QuickBooks. In this way, the customized report will be ready for future use.

Here are the steps that you should perform to memorize a report:

Step 1: Click on the Memorize in the report window (figure below).

Memorize Reports

Step 2:  Next, you must type a name for the memorized report. You can select the ‘Save in Memorized Report Group’ option if you want to categorize the report template. Also, place a checkmark next to ‘Share this template with others’ option if you want the customized report to be viewed by others.

Step 3: Click Ok.

When you perform the above steps, QuickBooks will save all the report settings. You can access the customized report in different ways. To access the customized report from the report menu you should perform the following steps.

Step 1: Click on the Memorized Reports in the Reports menu.

Step 2: Select the report, or the report group, from the list

Step 3: Click Ok.

You can also access the memorized report from the report center by following these simple steps.

Step 1: Click on the Report Center in the Reports menu.

Step 2: Next, click on the Memorized tab.

Step 3: Now, you must choose the appropriate group or select uncategorized if you had not assigned the report to any group.

Step 4: Lastly, double click the memorized report from the list.

Note that in some cases an error message may be displayed when you try to save the report settings. This type of error occurs when you try to use too many filters. If you encounter an error message when saving the report settings, you should attempt to reduce the number of filters to resolve the issue. Also, you should try reducing the items selected in each filter to solve the problem.

How to Modify the Memorized Reports

You can easily modify the memorized reports. In order to edit the report settings, you should follow these steps.

Step 1: Open the previously memorized report.

Step 2: Change settings relating to display, filters, header/footer, and font & numbers.

Step 3:  Once you have made all the required changes, you must again save the report. You can choose if you want to create a new customized report or to replace the existing memorized report.

QuickBooks is one of the more versatile accounting software programs available. By following the advice given in this article, you will master the art of creating, memorizing and modifying reports. Keep tuned in for more in-depth advice and tips regarding QuickBooks!

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