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C
chelsea-fourstar
September 15, 2023
Question

Looking for Report: Check Register with Bill Expense code Allocation

  • September 15, 2023
  • 3 replies
  • 0 views

Hello!

I am looking for a way to pull, by check number, the breakdown of Expense Codes. When I pull a Transaction Report, or the Check Detail, it will only ever show "Accounts Payable" for the Account Name, and rolls up all invoices paid. I have a number of invoices paid on one check, and I need to see a breakdown of these associated with the check. I'm not finding any report in QuickBooks that can provide this. Any ideas?!

3 replies

J
Jelayca V
September 15, 2023

I'm here to help you break down expenses by check number, including their associated Expense codes, @chelsea-fourstar.

 

You can achieve this by running the Bills and Applied Payments report. Here's a step-by-step guide to help you get the information you're looking for:

 

  1. Go to the Reports menu.
  2. Select the Find the report by name field.
  3. Look for "Bills and Applied Payments (bill stub, vendor check tab)" and select it.
  4. Click on the Customize button. 
  5. Under Rows/column, click Change columns. 
  6. Mark the Account and Split check box. 
  7. Click Run report. This report will reflect the breakdown of your bills to your vendors. 

 

You can also save this report so you can easily access it in the future.  

 

Feel free to reach out to us if you need further assistance with running reports. I’d be happy to help. 

 

 

C
chelsea-fourstarAuthor
September 15, 2023

Thank you so much for your response, this was extremely helpful. 

 

My only remaining issue is that it's not listing ALL the codes. So if say, I used two GL Expense codes for one bill it will have "Split" notated. Any ideas how to get them detailed out further?

R
RCV
September 16, 2023

Thanks for coming back and providing us a screenshot to better isolate the issue, 

To get a report on all the expense codes, we can run a Transaction List by Date report. Once the appropriate customizations are made it will reflect all payments made to vendors and payments coded to expense accounts. Here's how: 

 

  1. Go to Reports (Take me there).
  2. Enter the report name as Transaction List by Date.
  3. Select a Report period.
  4. Click the Customize tab.
  5. Tap the Change columns link and choose Split.
  6. Go to Filter and select the following Transaction Types:
    • Bill Payment (Check)
    • Bill Payment (Credit Card)
    • Cash Expense
    • Check
    • Credit Card Expense
    • Credit Card Credit
    • Vendor Credit
  7. If you want to report on a particular vendor or group, select the Name ▼ dropdown menu, then select the appropriate vendor(s).
  8. Press Run Report.
  9. Select Save customization, then select Save. You can create a new name for the report.

 

If you need a total for all of your payments, select the Export button, then Export to Excel for the total of the column. Once completed, save the file somewhere easy to find, such as your Downloads folder or your desktop. If you’re missing data when you open the report in Excel, the file's in protected view. In Excel, just select Enable Editing to view the full report. To learn more about running basic reports in QBO, open this article: Run reports in QuickBooks Online.

 

I've got your back if you have more questions about running your financial report in QBO. Take care and have a great day.

C
chelsea-fourstarAuthor
September 18, 2023

Thank you for your response. 

 

I followed your instructions, but still don't see a full breakdown of expense codes. Now I only see "Accounts Payable".  Am I missing another setting?

J
JanbonN
September 19, 2023

Hello, @chelsea-fourstar.

 

Thank you for reaching back once again and for attaching a screenshot. We appreciate your effort in following the steps provided by my colleagues. We're unable to directly see the expense codes associated with the bills.

 

As a workaround, we'll want to export the Bills and Applied Payments report to Excel. On the report itself, we'll also want to click the split to drill down the information and check the expense codes from there. On the exported report, we can manually enter them in the Excel spreadsheet.

 

To improve the flexibility of QuickBooks Online's reports, we can send feedback to our developers. They'll read your inputs and consider them for future improvements in the program. Here's how to do it:

 

  1. Go the Gear icon menu at the top, then select Feedback.
  2. Enter your comments or product suggestions.
  3. Click Next to submit feedback.

If you need to reconcile your expenses, bill payments, and income transactions, I'll add this guide if you need help some time in the future: Reconcile an account in QuickBooks Online.

 

Feel free to contact us again. We will be glad to assist you further. Have a great day.

M
mariojrb_
August 28, 2024

I can assist you pull up a report to help you view the accounts associated with your bills and applied payments, @aprilo1.

As a workaround, you can run the Transaction List with Splits report to show the accounts for the bills. Then pull up the Bills and Applied Payments report to view the bills and their applied payments.

 

 Here's how to pull up the Transaction List with Splits report:

  1. Go to Reports. 
  2. Type Transaction List with Splits in the search bar.
  3. Change the Report period.
  4. Click on Run report.

 

To Generate the Bills and Applied Payments, here's how:

 

  1. Go to Reports.
  2. Type Bills and Applied Payments in the search bar.
  3. Change the Report period.
  4. Hit Run report.

 

Once the reports are ready, you may export them to Excel and combine the information from there.

 

Moreover, I know how important this transaction is to your business. I encourage you to submit your idea or feedback for this functionality directly to our Product Development Team. Your feedback helps us address any issues, improve our products, and deliver the best experience to all our customers.

 

Here's how:

 

  1. Locate the Gear icon.
  2. Under Profile, choose Feedback.
  3. Enter your feedback suggestion.
  4. Hit the Next button.

 

Additionally, if you need to track your expenses, bill payments, and income transactions, you can refer to this article: Reconcile an account in QuickBooks Online.

 

Feel free to drop a comment below if you have further questions related to your expenses and payments in Quickbooks Online. We're always here to assist you further.

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