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JM952
March 11, 2021
Question

Printing Collapsed rows in report

  • March 11, 2021
  • 4 replies
  • 0 views

When I collapse the rows in my report and then print it out, the rows that have hidden sub-accounts are followed by a blank row and the rows that don't have sub-accounts are not. The result is that the report has random blank rows and it takes up more space than needed.  The report is a Profit and Loss report.  Is Quickbooks designed to do this on purpose or can I get rid of these blank rows?  I'd like to avoid having to export the report to Excel, although I have to admit that export works just fine and there are no blank rows inserted into the spreadsheet.

4 replies

M
Mark_R
March 11, 2021

Let's get rid of the blank rows when printing your profit and loss report with collapsed rows, @JM952.

 

It's possible that the blank rows showing on your profit and loss report are accounts with zero amounts. You'll want to customize the report and remove all the zero amounts to exclude the unnecessary blank rows when printing it. Here's how:

 

  1. On your Profit and Loss report, click the Customize Report button.
  2. Then, go to the Fonts & Numbers tab.
  3. In the Show All Number section, put a checkmark in the Except Zero Amounts box. Then, click OK.
  4. Once done, you can now print the report without any blank rows showing.

 

I'm adding this article to learn more about customizing reports: Customize reports in QuickBooks Desktop.

 

You might also want to read this article to know more about printing and exporting reports in QuickBooks Desktop: Export reports as Excel workbooks.

 

Keep in touch if you need any more assistance on customizing reports, or there's something else I can do for you. I've got your back. Have a good day.

J
JM952Author
March 12, 2021

I put a checkmark in the "Except zero Amounts' check box, but the report still prints with an extra row beneath each Expense Account  line that includes sub-accounts. If an Expense Account does not have any sub-accounts, then there is no extra row beneath that line.  On screen, the report looks fine, with no extra rows. But if I print it or "Save as PDF," the extra rows are inserted.  Note that the "Collapse Rows" button has been chosen.

MariaSoledadG
MariaSoledadG
March 12, 2021

Let me provide some information about the extra row beneath each Expense Account line, JM952.

 

Generally, once you have already marked the Except zero Amounts check box, the display should be fine and should not show an extra row when printing the report. You'll want to export your report in Excel. This way, once there are issues when printing the report, you'll be able to edit it from there. To export a report, follow the steps below:

  1. In QuickBooks, go to the Reports menu and select Reports Center.
  2. Find and open any report.
  3. Select the Excel on the toolbar. You can also select Print or Email to save the report as a PDF.
    Save,
  4. To create a new Excel workbook, select Create New Worksheet. If you want to update an existing workbook with the data in the open report, select Update Existing Worksheet. Select Browse and then find the workbook on your computer. Keep in mind, this overwrites the existing workbook.
  5. If you want to format the data a specific way, select Advanced. This is optional.
    Note: The report must have less than 256 columns.

    If you see a message that says your report has too many columns, select Advanced. Select and uncheck the Space between columns checkbox, then select OK.

    You can also save your report as a CSV instead of an Excel workbook and have more columns.

  6. When you’re ready to export, select OK. To open the report in Excel, you can also select Export.

For more QuickBooks Desktop help articles, you can visit this link for more information.

 

Feel free to let us know if you need assistance with printing a report. As always, we're here to give our best shot to cover up all your concerns. 

0
0609025242
December 22, 2021

I have the exact same issue...The printed P&L leaves an extra row after any collapsed group of accounts.  Very annoying.

A
Aholden18
January 27, 2022

THIS IS STILL A PROBLEM.  I'm having the same issue, except it's not just under account with sub-accounts.  It's random blank rows through the whole P&L.  QB Enterprise 2022 - newest version.  Has anyone found a fix for this?

MarsStephanieL
MarsStephanieL
January 27, 2022

Hi, @Aholden18. Thank you for taking your time sharing your concern with us in the Community.

 

I see that you may need to discuss this further with our live support team since you've performed the troubleshooting steps given by my previous colleagues. 

 

I'd recommend speaking with our technical support team to assist you through live chat or call. You may also do a screen share session to check further with the report setup.

 

Moreover, you can check this article just in case you want to track and manage your reports to the next level: Create, access and modify memorized reports.

 

Leave a comment below if you have any other questions. I'm a post away to help. Take care.

F
froggy1
April 21, 2022

Hi, it's April & still doing the same thing, online support has no clue (at least the guy I got). So many advanced users have the exact issue and QB can't duplicate? Come on.

 

I'll give QB some more info.

 

If I remove the YTD data for the account with sub account (essentially the report for THAT month does not have data), the report prints without the master and sub account. The blank line is GONE.

 

Add back in the YTD request (without asking for sub accounts) and the blank line is back.

 

I used to code, this is a simple print formatting bug that ought to be fixed, if I could talk to an actual PROGRAMMER of the software (not help employees - no offense) they'd get it and fix it.

 

But like so many huge companies there are too many layers of employees in between, and the "try this try that" doesn't work because it's coded to do it. It's putting the blank line there because the code tells it to under specific chosen customize options.

 

Rant off. 

 

BTW then, before I could post this, I had to waste 10 more minutes of my life to "verify" to post a simple question, ugh grrrrr

    S
    Systassoc
    November 1, 2022

    Does Quickbooks plan to fix this issue?  Anyone out there from support who can find out for us.  I really do not want to upgrade to .23 only to find QB has the same issues.

    Adrian_A
    Adrian_A
    November 1, 2022

    Hi Systassoc,

     

    I understand how it feels when a feature isn't working as intended.

     

    Since you're still experiencing the same printing issue, I'd recommend reaching out to our phone support team. Our agents can take a look at your file, and they can make an investigation. You can contact them by clicking the Help menu and selecting QuickBooks Desktop Help.

     

    You can also check this article to guide you in generating and customizing your report: Customize reports in QuickBooks Desktop.

     

    I'll be around if you have other concerns.

    R
    Rodmannm
    September 22, 2023

    I agree with all the people experiencing problems. My 10 salaries accounts all print with the blank for the sub-account and push my profit and loss to 3 pages from 2. Support failed miserably to listen and understand this issue. I found the thread after getting tired of presenting this ugly report for 3 years after I developed personnel sub accounts. Kudos to Froggy and his supporters for their unrewarded persistance.

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