To do this task
Open the reports and graphs preferences.
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
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
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
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
Select Draw graphs in 2D to draw graphs in two
dimensions instead of three dimensions so the graph will be created
Select Use patterns to draw graphs by using
black-and-white patterns instead of color to differentiate bars,
pie segments, and legend entries.
If you're the QuickBooks Administrator, set the company-wide
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
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.
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
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,
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.
Click the Company
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.
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