A report is a set of instructions that QuickBooks Desktop uses to display data that is in your company data file.
Filters allow Source and Target data into a report to show the information that you need.;
Embedded filters are part of the report programming. They cannot be changed when you customize reports.
Default Filters are set when you first run a report; they can be changed when you customize reports.
Applied filters are those that you add to the report when the Modify Report > Filters window is displayed.
The Detail Level Filter restricts a report to sources or targets. Its three settings are:
The Item Filter restricts the items displayed in a report. Since Items appear only in transaction targets, this filter restricts a report to target data only. When you filter for items, you are also filtering for Detail Level = All except summary.
The Document Number is part of the Source Data. If you filter a report for Items = All Sales Items and you set the Number filter to a particular number or range of numbers, the report is blank because the Source Number is not copied into the Target Number.
Running reports with conflicting filters produces unexpected results. Filters conflict when one filter includes a set of data and another filter excludes the same set of data. Reports with conflicting filters do not include the data you intended and may be blank. Here are some examples of conflicting filters:
The report is blank because Accounts Receivable (A/R) and Accounts Payable (A/P) are accrual accounts; you cannot report on them on a cash basis.
This report displays only transactions that have an income or expense account as the source account. This eliminates invoices, credit memos, sales receipts, bills, bill credits and credit card charges. What is left are journal entries, inventory adjustments, and build assemblies.
The report has an embedded filter that includes only target data of sales transactions. The applied filter (Payment Method) includes only data that has a Payment Method in the data set. The payment method filter attaches only to:
The embedded filter conflicts with both results of the applied filter making the report blank.
To show how invoices were paid, create this report instead.
Note: You can also successfully filter this report for specific customers as well. In addition if you filter for Detail level = Summary Only it will only show linked deposits.
The report shows one line for each credit card charge, but the vendor name is in both the Source Name column and the (target) Name column. When we filter for the source account, we limit the report to one line per transaction. There could be more than one target name, so QuickBooks inserts the source name in the (target) Name Column. To see the target names, create this report instead:
This report includes the credit card targets and shows both the source name and target name.
Filters overlap when they include or exclude the same information.
The QuickBooks company file is very complex. Understanding how reports draw their information from the company file is essential to optimize your reporting.
The Profit and Loss Standard displays target data from invoices and bills and source data from:
The Balance Sheet Standard displays source data and some target data from:
The Statement of Cash Flows displays both source and target data:
The Trial Balance and the General Ledger display both source data and target data because they draw on all of the data in the company file.
Four common reports are: A/R Aging Summary, Customer Balance Summary/Detail, Open Invoices Report. They display:
Four common Vendor reports are: A/P Aging Summary, Vendor Balance Summary/Detail, Unpaid Bills Report. They display:
A QuickReport (QR) displays detail data from transactions that include the selected element, for example, account, item, customer, vendor.
On an Account QuickReport, the account selected determines if the Account QR displays source or target data: