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Chapter 12
Chapter 13
Chapter 14
Chapter 15
Chapter 16
Chapter 17
Chapter 18
Chapter 19
Chapter 20
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Chapter 22
Chapter 23
Chapter 24
Chapter 25
Chapter 26
Chapter 27
Chapter 28
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Chapter 14

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Control system for Reports

You may need different reports, which are obtained by customizing.  The P&L Report will be used as an example. Successful changing requires a knowledge of the starting condition.  Report creation begins with the less visible part of the task, selection of the transactions to be included in the report.  Control of this selection is by means of filters, logical  XE "filters:transactions in reports" criteria which determine inclusion or exclusion of transactions.  Dates are the most obvious.  Names, customer or vendor types, accounts  and classes are also among the often used bases for including or excluding transactions.  More about that later.

Organization and display of the included transactions are the second and much more visible part of report creation.

The first adjustments to reports are made in the report header. The Customize and Filters buttons bring up separate windows, which are discussed under individual headings. The other buttons and boxes in the header handle narrower ranges of functions.

Format XE "format:report"  controls red ink (how to display negative numbers,) commas between numerals, rounding to whole dollars, and display of zero balances.  Type fonts (the styles and sizes of letters or numerals) are also selected.

Header/Footer XE "Header/Footer:report"  controls the content of these, plus page layout..  Report titles may need changing, and this is the place to do it. Page numbers are also controlled here.

Hide Header suppresses display of the header, and allows display of more of the report data.  (Printing is not affected.)

Collapse applies where the contents of a column are offset right and left, to show elements making up sub -totals and totals.  This collapses all the numbers into one column.

Print goes to the XE "print:reports"  output system.  In QuickBooks 5, it accesses report printer setup, and selects printer, fonts, etc. Of course it does allow printing one copy of the report for each time this button is clicked.  (Why would you want more than one?)  In earlier versions printer setup is only under the File menu.

Electronic outputs such as spreadsheet files, text files, and some other non-paper activities also run under printing.  See Chapter 15.

Memorize means just that, the opportunity to memorize a report XE "memorized report"  tailored to your needs.  When recalled, the memorized report will appear showing whatever title was displayed when the report was memorized.  You may want to click Header/Footer and enter a suitable title.  This title will be suggested as the name of the memorized report, but you can change it.  The name you enter here is what you will find in the list when you want to run the report again.  Enter something that you will recognize six months from now.  Memorized Reports will be found near the bottom of the Reports menu. 

icon note

Dates in memorized reports should be a standard selection (like This Quarter .)  If a custom date range is memorized, that exact date range will come up when the report is recalled. 

Dates may be entered in the respective windows.  This can be simple or complex. The + and - keys work, as do M, H, Y, and R.  The first or last letter or month or "year" takes you to the first or last day.  Your desired dates may be entered, and the report generated for the time period of your interest.  The report runs from the earlier date entered to the later date, without regard to whether they were typed into start or end date positions .

Dates down-arrow drops a long list. Several periods may be selected, and some modifiers are used:

Fiscal Year                As selected in File|Company Info

Fiscal Quarter            First, second, and third months, etc., of fiscal year

Month                       Calendar month  

Week                        Sunday through Saturday

This                           Fiscal year, fiscal quarter, month or week which

                                 includes the current computer system date.

Last                           Time period previous to the same current period

Next                          Time period following the same current period

To date                     From the beginning of the current period to the

                                 current computer system date. In a comparison,

                                 from the   beginning of the previous corresponding

                                 period, to a date in that period equivalent to the    current date.

Custom                     Dates entered in the date boxes, interpreted from

                                 January 1, 1928 through December 31, 2027.

icon note

1.  Dates may XE "dates:reports" be entered as 6/19/98 or simply type in six digits, 061998. 

2.  If you want day first, as 19/6/98 or 190698, this may be changed, using the following procedure.  Exit from QuickBooks (shut it down.)  In the Windows 95 Control Panel, select Regional Settings.  English (Canadian) is a good start.  This change will require shutting down and re-starting Windows 95.  If you have Windows 3.1 , in the Windows Program Manager, start Control Panel, select International, and choose your format. When QuickBooks starts again, it will use the new Windows selection for the short date format.  QuickBooks will not use the long date format.

3.  QuickBooks reads the current date when it starts.  That date will be the current date as long as the program continues running.

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Last modified: May 21, 2004