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E
ed39
April 7, 2020
Question

I can only see two budget categories when I run a profit and loss report. How do I expand to include all?

  • April 7, 2020
  • 1 reply
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1 reply

A
AndréB12
April 7, 2020

Hey ed39,

 

The Profit & Loss is a powerful report which offers a detailed overview of all your expenses and income. QuickBooks Online is designed with customization in mind, and reports are no exception. You can easily change the display settings on all your favourite reports to include all the data you need. I'll be happy to show you how. 

 

There are a couple things that would cause certain accounts to be excluded or hidden from your profit and loss. By default, QuickBooks won't show accounts with no activity during the specified report period. This makes it easy to focus on what has actually happened in your books. It's also possible the rows have been collapsed to provide the information concisely. You can change this behaviour in just a couple easy steps:

  1. Head to Reports and select Profit and Loss.
  2. Choose your desired Report period.
  3. In the dropdown for Show non-zero or active only select All.
  4. Click Run report.
  5. At the top left of the report header, you'll see Expand or Collapse. If you see Expand, click on it to display all accounts.

I'm confident these steps will make it easy to show all the data you need on your profit and loss. 

 

I'm here for you. Don't hesitate to reach out if you have any additional questions.

J
JR105
January 21, 2023

For me the problem is that when it is collapsed it shows only two rows (too few) and when it is expanded I have about 100 rows (too many). Is there a way to have Quickbooks show only the major codes (ie. one tree level below revenue & expense, rather than an infinite number of levels)?

J
JR106
January 21, 2023

When a report is "collapsed" it collapses to top-level accounts only. If an account is a sub-account it will not show up. So I'm guessing you've made all your income accounts sub-accounts of Revenue, and all your expense accounts sub-accounts of Expense. You should instead make each main category it's own account and Quickbooks will still list them separately under Income and Expense in the report due to their account type.

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