Was this page helpful?
Thank you!

Comments or suggestions?

Enter Email Address (optional)

Set report and graph preferences

create report

To do this task

  1. Open the reports and graphs preferences.

    Opening reports and graphs preferences
  2. Set your personal preferences.

    These preferences affect how QuickBooks works for you, but not for other users.

    Prompt me to modify report options before opening a report

    This is useful if you frequently change the dates or modify the report content and appearance before you actually create the report. When you select this checkbox, the Modify Report window opens automatically each time you create a report.

    Reports and graphs preferences

    Normally, QuickBooks adjusts a report or graph automatically when a change occurs, such as when you change the date, or filter a report. In these cases, you don't need to worry about whether a report or graph is up-to-date because the adjustments happen automatically.

    These preferences determine what happens when a report or graph can't reflect the most recent changes to your company data, and the entire report or graph needs to be refreshed-that is, created again from scratch. Because refreshing an entire report or graph can take longer than an automatic adjustment, this preference allows you to control when and how refreshing occurs.

    • Select Prompt me to refresh if you want to decide when to refresh a report or graph. A "(Refresh Report)" message appears in the report title bar whenever a report or graph needs refreshing.

    • Select Refresh automatically if up-to-the-minute accuracy is important to you, but you don't want to worry about when or how often a report or graph needs to be refreshed. This is the slowest of the three options. If you happen to be working with a report or graph in a multi-user environment, you may experience lengthy interruptions if other users are making changes to QuickBooks data that cause QuickBooks to refresh the report or graph.

    • Select Don't refresh if you don't want interruptions when working with reports or graphs, and up-to-the-minute accuracy is not important to you. This is the fastest of the three options-QuickBooks leaves the report or graph alone and no prompts interrupt your work. When you're ready to refresh the report, click Refresh at the top of the report.

    Graphs only preferences

    These preferences determine how QuickBooks draws graphs on your screen.

    • Select Draw graphs in 2D to draw graphs in two dimensions instead of three dimensions so the graph will be created faster.

    • Select Use patterns to draw graphs by using black-and-white patterns instead of color to differentiate bars, pie segments, and legend entries.

  3. If you're the QuickBooks Administrator, set the company-wide preferences.

    Summary Reports Basis preferences

    For summary reports, determines when income counts as income and expenses count as expenses.

    Accrual: Select this option if you want your reports to show sales as income from the moment you enter a sale, and bills as expenses from the moment you enter a bill. For example, an accrual basis profit and loss report shows all invoices as income regardless of whether you have received payment, and all bills as expenses regardless of whether you have paid them.

    Cash: Select this option if you want your reports to show sales as income from the moment you receive payment, and bills as expenses from the moment you pay them. For example, a cash basis profit and loss report does not show outstanding invoices as income, or unpaid bills as expenses.

    Which reports are affected?

    This preference affects most summary reports (reports that summarize amounts and do not list transactions). It does not affect reports that list individual transactions, 1099 reports, or sales tax liability reports. You can change the report basis of sales tax liability reports in the Sales Tax section of the Preferences window. Transaction reports and 1099 reports are always on a cash basis.

    Aging Reports preferences

    Sets the starting point for counting the number of overdue days on aging reports. These reports track unpaid invoices or bills by showing how much is currently due and how much is overdue. This preference affects all aging reports as well as the accounts receivable and accounts payable graphs.

    Age from due date: Select this option if you want the overdue days to start from the due date that appears on an invoice, statement, or bill.

    Age from transaction date: Select this option if you want the overdue days to start from the date you wrote an invoice, wrote a statement, or received a bill.

    Where to find this preference:

    Only the QuickBooks Administrator can do this task.

    1. Open the reports and graphs preferences.

      Opening reports and graphs preferences
    2. Click the Company Preferences tab.

    Format button

    Click this button to change the appearance of all reports that you will be creating. For further information about the format preferences, click Help in that window.

    Reports - Show Accounts by preferences

    Normally, accounts appear by name in reports. If you want, you can have your reports list accounts by the descriptions you entered when you created the accounts.

    Classify Cash button

    QuickBooks automatically generates the statement of cash flows report using the types of accounts that typically appear in each section of the report. After consulting with your accountant, you may decide to customize the report. If so, click this button, then make changes in the Classify Cash window. Click Help in that window for further assistance.

  4. Click OK.

See also

11/22/2017 9:20:47 PM
PPRDQSSWS803 9142 Pro 2018 93250f