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Kort82
March 27, 2025
Question

Journal Entries with multiple lines showing up as one line on reports

  • March 27, 2025
  • 1 reply
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TL;DR: I am trying to run a report grouped by customer and a journal entry that includes lines for multiple customers is showing up under a single customer for the total amount. Please help!

 

Detail:

I am using Quickbooks Enterprise and the account I am working in is essentially an accrued asset account on the balance sheet where we park costs for jobs that are in progress. Once jobs are completed, we flush all the costs to the P&L via a journal entry. This is generally done at the end of the month as part of our month end close process, where I create a journal with a line for each job, recognizing the costs. At the end of the process, I should be able to run a report by customer from the BS account showing the balances for the completed jobs as zero. For context, I also use QBO for other companies I work for and we are able to do this no problem. In Quickbooks Desktop, however, the journal will show up grouped with the job that is the first line of the journal and shows the total amount of the journal entry. This makes the one job look like it has a massive negative balance and the other jobs don't get zero'd out.

 

Is there a filter or setting somewhere I am missing that will make amounts display correctly under their assigned jobs when grouped by customer?

1 reply

Bryan_M
Bryan_M
March 27, 2025

I'm glad to see you here, @Kort82. I'd like to know which report you run so we can determine what filters and customization to provide to fix the issue and attain your goal. Thus, I can provide you with a report that will display the information you want.

 

We can generate a report that shows the correct amounts under assigned jobs when grouped by customer. Here's how:

 

  1. Select Report from the options displayed above.
  2. Pick Custom Reports and go to Transaction Detail.
  3. Click Customize Report.
  4. From the Filter field, select Transaction Type. Click the box that has a dropdown beside it and choose Journal. Repeat this process, and pick the Name and All Customers/Jobs options.
  5. After that, review the Current Filter Choices. If they show the correct details you need, click OK.

 

You can visit this article for further information: Customize reports in QuickBooks Desktop.

 

I'll also share this article if you wish to learn how to save customization of a report by going to the Create a Memorized Report section in this article: Create, access, and modify memorized reports.

 

Feel free to return here if you have additional questions about generating and customizing reports. We'll be willing to lend a hand. Have a good day. 

K
Kort82Author
March 28, 2025

I am looking at an account detail via the Balance Sheet. The report is a mix of Bill transactions and Journals. I tried using the steps you suggested but this only produces a list of journals. I need to be able to see all transactions including the journals.

 
 

The steps I am taking:

Open Balance Sheet

Click on Work in Process Account to open detail

Change 'Total by' pulldown to Customer

 

All other transactions are then shown grouped by customer, except for the journal, which appears only under the customer tied to the first line of the journal. I also tried running a quick report directly from the chart of accounts, but this report doesn't have the option to total by customer. It just produces a list of transactions.

J
Jelayca V
March 28, 2025

I appreciate you following the steps and clarifying the reports you’ve run, Kort. Let me provide additional information to help you generate the data you need.

 

Please note that the Balance Sheet Detail report shows your assets, liabilities, and equity at a specific point in time. If your journal entries (JE) include line items associated with an expense account, they would not appear as expected since it focuses on these categories.

 

On the other hand, the Profit & Loss (P&L) Detail report summarizes your revenues, costs, and expenses over a specific period. Therefore, transactions from JE connected to bank accounts won’t appear on this report.

 

In this case, I recommend running the Transaction Detail report suggested by my colleague to get a comprehensive view of each line item in your JE. This report will allow you to see data specific to each customer. You can follow the same steps and filters outlined by my colleague for this process.

 

Additionally, you can memorize the reports you've customized. This feature saves you time by eliminating the need to go through the customization process again.

 

If you need more help customizing your reports, you can always count on me to back you up. Stay safe and have a good one

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