Customize Customer, Job, And Sales Reports In QuickBooks

With QuickBooks Desktop, you can manage and track your sales and account receivable by using a wide select of already existing customer, job and sales reports. QuickBooks also allows you to customize these reports as per your need to get the information you need.

The articles will help you to:

  • Customize customer, job, and sales reports
  • Customize vendor reports
  • Customize item reports
  • Customize company and financial reports
  • Customize payroll and employee reports

The available columns and filters may be different for each report/group of reports because each report or group gathers information from the company file differently. You must understand the concept of source and targets before you customize the reports.

Taxable Customers

This report contains the list of customers with taxable sales tax code.

  • Go to Reports > Customers and Receivables > Customer Phone List > Customize Report
  • Unmark the Main Phone from the Display
  • Check the Sales Tax Code by scrolling down to the column list.
  • Go to the Filters
  • Select Sales tax Code from the Filters list
  • From the drop-down list, click on All Taxable Codes

Note: You may have to try one then the other to check which one provides you what you need.

  • Click on OK and you will get a report that’ll show you all the taxable customers.
  • Click on Memorize for saving the report for future usage.

Sales Receipts That Show Check Number For The Payment

This report displays the check number provided by the user while entering a sales receipt.

  • Go to Reports > Customers and Receivables > Transaction List by Customer > Customize Report
  • From the Display tab, add the O. # and Pay Meth sections.
  • Go to the Filters tab and from the Filters list, click on Transaction Type.
  • Click on Multiple Transactions from the drop-down list
  • Now add Sales Receipts and Payment.
  • Click on OK.

Sales By State

In this report, the sales get displayed by state/province. It can be helpful for you if you want to check sales location trends or if you need to change the sales tax for a particular state.

  • Go to Reports > Sales > Sales by Customer Detail > Customize Report
  • Head to the Display tab and:
    • Select Name State/Province from the Columns
    • Click on the Total by drop-down and select Total Only.
    • Click on the Sort by drop-down and select Name State/Province.
  • Click on

Daily Sales Report Totaled By Payment Method

Follow the below-mentioned steps for creating a report of payments totaled by payment method

  • Go to Lists > Customer & Vendor Profile Lists > Payment Method List.
  • Right-tap on any of payment method available and click on QuickReport.
  • Click on Customize Report and provide the appropriate date range.
  • Navigate to the Filters tab and select Payment Method from the Filters list.
  • Click on Multiple Payment Methods from the Payment Method drop-down list.
  • Click on the payment method that you will be showing on the report and then click on OK.

Sales Order Report Grouped By Customer With Item Name Displayed For Open Items Only

The Item details are not included by the default Sales Order by Customer Report. It only shows the sum of the sales order and doesn’t show what is open. The customer can’t group the Sales Order by Item Detail Report. If you want this information then you have to customize the existing Open Purchase Orders by Job report.

  • Go to Reports > Purchase > Open Purchase Order by Job > Customize Report
  • From the Display tab, you need to select the following columns:
    • Type,
    • Date
    • Num
    • Source Name
    • Item
    • Item Description
    • Qty
    • Open Balance and Amount.
  • Navigate to the Filters tab and select the following filters:
    • Transaction Type = Sales Order
    • Paid Status = Open
    • Received = Either
  • Go to the Header/Footer tab to modify the Report Title to Open Sales Order Detail by Customer.
  • Click on OK.
  • You can select the Memorize option if you want to save this report for future references.

Customer Payments And The Invoices And Deposits To Which They Are Linked

This report basically depends on the Check Detail report. It displays your received customer payments, the invoices and the deposits to which are linked to the payments. It can also work as a Customer Remittance report that displays each Invoice and each Customer if you format it properly.

  • From the Reports menu go to Banking > Check Detail > Customize Report.
  • Select an appropriate date range on the Display
  • Open the Filters tab
  • Delete all the chosen filters from the Current Filter Choices.
  • For Transaction Type, select the filter and then select Payment.
  • Choose the filter for Detail Level and then click on All Except Summary

Note If you select Detail Level filter as Summary Only then only the linked deposits will be displayed. If you want to filter this report for a particular customer then you need to select the Name filer and select a single name or type of name.

  • Click on OK.

Payments Linked To Open Invoices

If you want to create a report to display all the payments on open invoices then you need a filter to check if the Payment or Payments are connected to the opened invoice. The links are shown by the Check Detail report and the Deposit Detail report but these reports do not show total the payments. If you want the sum of all payments for the open invoices then you need to export the Deposit Detail report to MS Excel using the Advanced option for Auto Filtering.

  • Go to Reports > Banking > Deposit Detail
  • Click on the Customize Report and then select the date range.
  • Navigate to the Filters tab and then select the below-mentioned filters:
    • Account = All Accounts Receivable
    • Transaction Type = Invoice
    • Detail Level = Summary Only
    • Paid Status = Open
  • Click on OK.
  • Click on Excel and then select Create New Worksheet.
  • This will open the Send Report to Excel window and you need to choose the option you want to go with.
  • Click on Export and in the MS Excel Worksheet:
    • Remove all of the invoices that are not showing the linked payments.
    • Move entire invoice amount on the right side of the cell.
    • Insert a Sum function to see the sum of the payments under the payments column.

Amounts On Estimates

The Amount on Estimates report displays the outstanding amounts on estimates.

  • Go to Reports > Jobs, Time & Mileage > Estimates by Job.
  • Click on the Customize Report and go to the Display tab
  • Mark to add the Open Balance column and unmark any of the irrelevent columns.
  • Provide the date range and then click on OK.
  • Click on the Memorize to save this report for future purpose.

Estimates By Job

The Estimates by job report creates a list of all the active estimates given to a customer or job and permits you to check the number of estimates are there for each customer/job. You need to double-click on the transaction to open and see any of the listed estimates.

Open Invoices As Of A Selected Date

  • Go to Reports > Customers & Receivables > Open Invoices.
  • Click on the Customize Report
  • Click on Advanced.
  • Under the Open Balance/Aging section, click on As of Report Date/Report Date.
  • Click on OK in the Advanced Options
  • Mention the correct date on the report and then click on Memorize to save this report for future use.

Customer Invoices Sorted By Invoice Number

You get to see all invoices for all customers sorted by Invoice Number in this report.

  • Go to Reports > Custom Reports > Transaction Detail.
  • On the Display tab, do the following things:
    • Provide a date range.
    • Click on the Sort by drop-down and select Num.
  • Set the following filters on the Filters tab:
    • Transaction type = Invoice
    • Detail Level = Summary only
  • Click on OK.

Open Invoice With Items Sold And Subtotaled By Customer

  • From the Reports menu, go to Custom Reports > Transaction Detail.
  • Go to the Display tab and verify the add Item, Item Description, and Qty
  • From the Filters tab, add the following filters:
    • Detail Level = All Except Summary
    • Transaction Type = Invoice
    • Paid Status = Open
  • Click on OK.

Customer: Job status, date, and estimate totals

This report helps specifically the job-oriented businesses that requires a report that shows the job status, start and dates, and estimate totals.

  • From the Reports menu, go to List > Customer Contact List > Customize Report.
  • From the Display tab, select the following columns:
    • Job status
    • Estimate Total
    • Start Date
    • Projected End
  • Delete all the irrelevant columns and add the Balance Totals (for invoice balances).
  • Click on Filters and then select the same filters, as per your requirement.
  • Click on OK.
  • (Optional) rename the report title by going into the Header/Footer tab.
  • Select Memorize option to store the report for future use.

A Sales By Rep Report Based On Gross Profit

Various companies gives commissions to sales reps depending on the Gross Profit rather than the gross of the sale. This report allows the companies to manage a proper profit on particular item if it is deeply discounted. The Sales by Rep report depends on the item total and it has no connection with the gross profit. In order to create a sales by rep report based on the gross profit, follow the below mentioned steps:

  • From the Reports menu, go to Custom Reports > Summary > Customize Report.
  • Open the Display tab and click on the Rep that can be found in the Display Rows.
  • Provide an appropriate date range.
  • From the Filter tab, click on Accounts > Multiple Accounts.
  • Select an appropriate Income and Cost of Goods Sold accounts and then click on OK.

Customers And Their Associated Price Levels

QuickBooks doesn’t come with an option to show the customers and the price levels associated in the Reports. However, you have the option to create a different report that displays the price levels per customer.

To see the price level field:

  • Click on the Lists menu, go to Add/Edit Multiple List Entries.
  • From the window that appears, click on the List drop-down and select Customers.
  • Click on Customize Columns.
  • Scroll down to the bottom of the Available Columns pane and select Price Level
  • Click on Add.
  • Arrange the columns by using the up arrow key
  • You are allowed to modify the field but you can’t print or export the report.

To print or export price level reports, follow the below mentioned steps:

  • Make an IIF file and access it in MS Excel.
    • Export the Customer List.
    • Navigate to the folder location of the file.
    • Right-tap on the export file and select Open with from the drop-down.
    • Choose Excel in the Open With box and the file will open in Excel.
  • Gather the required information.
    • Locate the Name column in the Excel spreadsheet
    • You will see the customer names will be mentioned in the below cells.
    • Go through spreadsheet on the same row where you saw the NAME cell.
    • The below mentioned data in the spreadsheet shows the Price levels associated with the customers.
  • Clean up the Spreadsheet.
    • Delete all the rows above NAME and the PRICE LEVEL
    • Remove all the columns lying between the NAME and PRICE LEVEL that you don’t wanr to get displayed on your report.
  • When saving the file.
    • Excel may come up with a message that says: [File Name] may contain features that are not compatible with Text (Tab delimited). Do you want to keep the workbook in this format?
    • Click on Yes.

Job Profitability Summary Report With Inventory Adjustment Assigned To A Customer:Job

This report contains the inventory adjustments and accurate job costing.

  • Go to Reports > Jobs, Time & Mileage > Job Profitability Summary Report > Customize Report
  • Open the Filters tab (For QuickBooks for Mac users, click on the Filters icon).
  • Click on Account.
  • Click on the Accounts filters
  • Select All Accounts from the drop-down list.
  • Click on OK to save the changes.

Job Profitability Detail Report For Paid Invoices

In this report, the Paid invoices by the invoice date are shown and the date they were paid are not shown.

  • Go to Reports > Jobs, Time & Mileage > Job Profitability Summary Report
  • Click on the customer as per your choice and click on OK.
  • Click on the Customize Report
  • Go to the Filters tab and click on the filter for Paid Status
  • Click on Closed.
  • Click on OK to create and see the customized report.

Report For Missing Invoices

  • Go to Reports > Banking > Missing Checks
  • Click on the Accounts Receivable account used in your invoices.
  • Go to the Customize Report
  • Head to the Filters tab and click on a filter for Transaction Type
  • Select the Invoice.
  • Click on OK to generate the customized report.

Note:  You may get a warning message stating: ***Missing Numbers Here*** is there is a Missing Invoice.

Unbilled Cost/Reimbursable Expenses In Mac

In this report, you get to see all the unbilled jobs by customer. Those bills won’t get displayed on the report that have unbilled cost but they are already been billed.

To create the reimbursable expenses report:

  • Go to Reports > Jobs, Time & Mileage > Missing Checks > Unbilled Cost by Job
    • If you want to see the Billed costs only:
      • Click on the Filters option from the Unbilled Job by Cost report.
      • From the Billing Status drop-down list, click on Billed
      • Click on Apply.
    • If you want to see only the Unbilled costs:
      • Click on the Filters option from the Unbilled Job by Cost report.
      • Select Unbilled from the Billing Status drop-down.
      • Click on Apply
    • If you want to see Billed and Unbilled costs:
      • Click on the Filters option from the Unbilled Job by Cost report.
      • Select Any from the Billing Status drop-down.
      • Click on Apply

Follow The Steps Carefully or Contact Our ProAdvisors

QuickBooks Technical Support

Hopefully, this article was helpful for you and you are now able to Customize Customer, Job, And Sales Reports In QuickBooks manually. However, if you are facing any kind of issue while customizing the customer, job or sales report then we recommend you to get in touch with the technical support department of Intuit. For this, you just have to dial the toll-free QuickBooks Technical Support Number +1800-567-0425 toll-free.

Customize Customer, Job, And Sales Reports In QuickBooks: [Complete Guide]

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