As I continue to share my love of QuickBooks with you over my blog topics, today I thought I would talk about a “Quick Report”. There are multiple ways to get information out of the system to customize it easily the way you want to use it; one of those ways is a Quick Report in QuickBooks. A Quick Report is a report you can quickly run to view a variety of account information. Read more to find out how this tool can be very useful for all QuickBooks users.
When I am working at a client’s office with inventory tracked in QuickBooks, I am constantly in the Item List module, performing tasks like creating items to trying to find out more details about one or more particular parts history. You can quickly see the flow of the inventory for the item over a time period and modify the time period of the report if desired to look for something specific. If you are in the Item List just right click on the item and click on “Quick Report”, instantly the data behind that item will show up including purchase orders, item receipts, bills, etc. to each entry of that item. You can easily review the information and drill into the specific transactions by double clicking on the line you want to see. I find this extremely useful at month end when you are reviewing inventory and notice a negative quantity for a part. Quickly go to the item list and search for the item and run a quick report to scan through the recent detail to see where an error would have occurred. Depending on the situation, you drill into the transaction to see more details and determine next courses of action to fix the negative inventory.
Another way that I have found the Quick Report to be useful is working in the Chart of Accounts to see the transaction detail. I personally don’t like the “register view” so I use a Quick Report to view all the details in the account. All the information is the same, just a different view on the surface, but a Quick Report has more options to modify the information you are viewing. Run a Quick Report in the Chart of Accounts the same way as in the Item List, right click on the account you want to view and click “Quick Report.” All the transaction data in the account will populate and adjust the date range to show all or a specific range. I find this more useful for Balance Sheet accounts rather than Income Statement accounts but you can try them out yourself and see how useful they are for your work.
The last area that I have found Quick Reports to be helpful is in the Vendor or Customer center. You can right click on the vendor/customers name in the center and click on “Quick Report” or on the screen view of the account there is a link to press” Quick Report”. The one drawback with using a Quick Report in the Vendor or Customer Center is that the report doesn’t total at the bottom like the Quick Reports listed above, so generally use this if you are looking for a specific transaction or export the details and do further work in Excel.
Now that you know how to run Quick Reports and a few ways to use them, you will see that it will save you time when searching for data in a specific account, item, vendor or customer. Read some of my future blogs about more ways to get details out of QuickBooks using different reports and the Find function or contact one of the QuickBooks experts at TGG Accounting today.Written by: Bridgette Cerles TGG Accounting