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Negative (minus) signs on report should be positive (plus) signs

Some of the amount signs on a report show the opposite of what you expect.

Why this is happening

Amount signs are based on the types of accounts included by the report filters. If all types of accounts are included, then you see:

  • Assets = (+)
  • Liabilities = (-)
  • Equities = (-)
  • Income = (-)
  • Expense = (+)

Here is an example:

  • Custom Transaction Detail report, All Dates, Accounts = All ordinary income and expense accounts. Bills in this report have minus (-) sign because the first accounts that can appear on the report are income accounts.
     
  • Custom Transaction Detail report, All Dates, Accounts = All ordinary expense accounts. Bills in this report have positive (+) sign because the first accounts that can appear on the report are expense accounts.
Detailed instructions

Changing the first account type that can be displayed on the report often resolves this issue.

Select the option below that best fits your situation:

  • If you are running a Custom Transaction Detail Report:
  1. Create the report:
    1. Select the Reports menu and select Custom Transaction Detail Report.
    2. Click the Display tab.
    3. In the Columns list, clear Debit, Credit, and Balance if they are selected.
    4. Select Amount in the Columns list.
    5. Click OK.
    6. Click the Modify Report button and click the Filter tab.
    7. In the Filter list, select Transaction Type.
    8. Click the Transaction Type drop-down arrow and select Bill.
    9. Click OK.
Note: Since an account filter has not been applied, the first type of account that could be on this report is an Asset. This would make the credits to A/P negative and the debits to expenses positive.
  1. Add the filter for All income/expense accounts:
    1. With the Custom Transaction Detail Report open, click the Modify Report button.
    2. Click the Filters tab and select Account in the Filter list.
    3. Click the Account drop-down arrow and select All income/expense accounts.
    4. Click OK.
Note: Notice that none of the source lines for A/P are displayed, and all the detail lines are negative. Income accounts, even though not actually present on the report, are the first type of account that could be on the report and they are positive. Expense accounts, being the opposite of Income, are negative.
  1. Use the Multiple Accounts filter and verify that the individual account required is on the report with the positive or negative sign that you expect:
    1. With the Custom Transaction Detail Report open, click the Modify Report button.
    2. Click the Filters tab and select Account in the Filter list.
    3. Click the Account drop-down arrow and select Multiple accounts (toward the top of the list).
    4. In the Select Account window, select Manual and then select all the required A/P accounts.
    5. Click OK twice.
  • If you are running a Sales by Customer Summary Report:

When running a Sales by Customer Summary report on a cash basis, the signs on the report are determined by the first type of account that can appear on the report. The signs are negative because the item filter includes Inventory Items, and Inventory Items point to asset accounts. In this case, the asset accounts are positive and income accounts are negative. Filtering for a service item means that only income and expense accounts can appear on the report.

  1. Select the Reports menu and select Sales > Sales by Customer Summary.
  2. Click the Modify Report button.
  3. Select Cash for the Report Basis.
  4. Click the Filters tab, and select Account in the Filter list.
  5. Click the Account drop-down arrow and select All income/expense accounts or income and other income accounts.
  6. Click OK.
Note: The first type of account that can appear on the report is Income, and the numbers are positive as expected.


 

If this information does not answer your question, you can read discussions and post messages and questions relating to your issue on the Intuit QuickBooks Community site for free. You can contact an agent for additional guidance. Fees may apply.

KB ID# HOW12337
12/22/2014 9:00:19 AM
PPRDQSSWS405 9102 Pro 2013 3a769b