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jculley
December 25, 2023
Question

How to Create an Expense Report (showing only expenses)

  • December 25, 2023
  • 1 reply
  • 0 views

I'm in QBO Advanced. We just migrated from QB Desktop. How do I create a "Classic" (not "Modern View") report showing ALL expenses in ALL our expense accounts, that does NOT include any income/revenue? I would ideally like to group these expenses by month in our FY, but I can't even figure out the basic report.

 

When I go to the list of Standard reports, none of those reports produce what I need (not Purchases, not Vendors, not Expenditures). I can't use "Modern View" reports because none of those are shareable with my teammates, so I'm stuck having to use only the Classic reports so I can share them.

 

The closest I got was to start with one of our imported reports from QB Desktop, which is a basic Transaction detail report, then Grouped by "Month" and added the following filters:

 - Class = [my specific class]

 - Distribution Account = "All Expenditures Accounts"

 

The problem is that that report does NOT include Journal Entries that should be in there as expenses. All I need is an Expenses Only report that I can share, that is filterable by Class, and I cannot seem to do it. It was easy in Desktop. I can't even figure out how to start with a Standard report to get to that point. I had to rely on an old imported report that I can't recreate.

 

    1 reply

    R
    RCV
    December 25, 2023

    Let me help you run the expense report you need in QuickBooks Online (QBO), jculley.

     

    We can the Transaction Detail Account report and customize it by Class, Transaction type to Journal Entry and Expenses, and All Expenses account in in the Distribution Account field. See the screenshot for your reference:

     

     

    To run the report, here's how:

     

    1. Go to Reports on the left side menu. 
    2. In the search field, type in Transaction Detail by Account.
    3. Tap the Switch to classic view tab. 
    4. Once the report is open, click the Customize button.
    5. Go to the Filter section, then select the desired account/s under Distribution Account, Class, Transaction Type, and Distribution Account. 
    6. Click on the Run report button to refresh the page.

     

    In case you want to save the current settings of your report, you can memorize them. For detailed instructions, see this link: Memorize reports in QuickBooks Online. I've also included some links below that outline the list of reports available in each QBO version, as well as steps to fine-tune report layout and data:

     

     

    If you have any questions about the reports or other product-related issues, leave a comment below and tag my name. I'll be right back to help you out. You have a good one. 

    J
    jculleyAuthor
    December 25, 2023

    No, this does not solve my problem. I don't want to filter down to ONLY Journal Entries. Rather, I want to include Journal Entries along with all the other types of expenses. In other words, the "Expense Only" report that I'm trying to build should include exactly the same transactions and totals as a normal P&L report includes in the Expenses section.

    J
    JamesAndrewM
    December 25, 2023

    Thank you for getting back to the thread and providing us with additional details of the kind of report you need to pull up. I see that aside from journal entries, you also want to include the other types of expenses. I've got guidelines you can follow to help you get the report successfully and clear some confusion.

     

    In QuickBooks Online, you can create a custom report to include Journal Entries along with other types of expenses. Here's how you can do it:

    1. Go to the Reports tab.
    2. Type in Transaction Detail by account. Use it as the report basis.
    3. In the Rows/Columns section, choose the columns you want to include in the report, such as Date, Account, Description, and Amount.



    4. In the Filter section, you can filter by Transaction Type and select Expense or multiple transactions. This will include all expenses from various accounts, including Journal Entries that are categorized as expenses.



    5. You can further customize the report by adding other filters or modifying the display options. I'm including these articles you can use in the future as you go through tasks in QuickBooks Online:

     

     

    By following these steps, you can create a custom report that includes journal entries along with other types of expenses, providing you with the Expense-Only report you're looking for in QuickBooks Online. If you have further questions about reports or any QuickBooks-related concerns, I'll be around to help you anytime. That's it for now. Goodbye.

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