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HFDTreasurer
August 9, 2020
Question

Report of bank balances at a specific date in time

  • August 9, 2020
  • 2 replies
  • 0 views

Hello all, new QBO user here, migrated from Desktop Pro 2018.  I'm attempting to recreate all my go-to reports in QBO and struggling with this one.  I've done a ton of searching of the community here, QB help resources, and Google, but I'm not finding anything that really addresses what I'm trying to recreate.  Hopefully, you can point me in the right direction.

 

I'm trying to have a report that shows certain bank balances on a specific date (month end), with a total at the bottom. 

 

I can run an account list, but there's not a total and any transactions I entered after the end of the month are included.

I can run a Balance Sheet (using month end date) and ignore the non-bank account information below them, but I can't exclude a couple of bank accounts using this method.

 

For those wondering why I'm looking to report this way, these are the books for a volunteer fire department which has an explorer post (junior FF's) that is technically part of our organization, but we treat them as if they were their own entity.  In the books, we're all one organization and that's the way we file our tax returns, etc., but when we issue monthly reports to the fire department, we exclude the explorers details and report those separately (to the explorers).

 

For now, I'll be stopping the processing of any transactions in the following month until all my reports are done and live without a total at the bottom of the account list.  Hopefully there's a solution that someone can point me in, or even suggest better ways of handling of the above - I'm open to any feedback.

 

Thanks!

2 replies

S
SarahannC
August 9, 2020

Thank you for sharing your concern in the Community forum, HFDTreasurer.

 

I appreciate you for providing further details on what help you want from us. It's a good thing that you've tried running reports in QuickBooks Online, what you've figured about the Account Lists and Balance Sheet report is correct. 

 

We can run the Transaction Detail by Account report and modify it to your desired setup. This way, QuickBooks will generate bank balances with the transactions associated with it. The total amount only shows in the Amount column. Let me show you how:

 

  1. Go to Reports on the left panel.
  2. In the search box, enter Transaction Detail by Account. Then, click the Customize button at the upper-right corner.
  3. In the Rows/Columns section, include the Balance, Transaction Type, Amount, and Date. Note: You can change the columns or add more if you want. 
  4. In the Filter section, put a check-mark of the Distribution Account.
  5. Click the drop-down arrow and tick all the accounts you want to display on the report.
  6. Then, hit Run report and ensure to set the correct dates.

 

If you'd like to get the total amount of the balance, I would suggest exporting it to Excel. From there, we can manually calculate the total balance of the particular account. Click the Export icon and select Export to Excel. That will do. Let's see this sample screenshot:

 

 

Here are some articles that provide additional details about managing report in the Online product:
 

 

Let me if you have other follow-up questions about it. I'm right here to help you figure them out. Have a good and take care always!

H
HFDTreasurerAuthor
August 9, 2020

Thank you for the helpful and detailed suggestion.  A couple follow up questions trying to get to my "perfect" solution on this: 

 

1- Based on your suggestion to export to Excel, it sounds like I cannot return a total of all the (selected) account balances as of the custom end date on the report within QBO.  Correct?

 

2- Since this is a transaction based report, I have to click the little arrows to shrink the transaction details (I have to report on all transactions to the beginning of time to get a correct summarized balance) when I run the report.  When I add this report to a group of reports to be generated on demand, it shows all the details for the accounts and adds 164 pages to the group of reports I'm printing (sand desire to have a single PDF with 4 different reports contained).  I don't believe there is any way to solve this on this specific report type, correct?

 

Thanks again!

R
Rasa-LilaM
August 9, 2020

Welcome back to the Community, HFDTreasurer.

 

I can help point you in the right direction about running a report that will show all the details mentioned above.

 

The suggestion shared by my colleague is a workaround to get the total of all account balances for a custom end date. In regard to your other concern, you’ll no longer have to shrink the transaction details. The Rows/Columns feature can help add or remove a specific row and column to appear on the report. Let’s deselect the Transaction Type box so it will not show on the statement.

 

Here’s how:

 

  1. Go to Reports on the left panel and enter Transaction Detail by Account in the field box.
  2. Click the Report period drop-down to set the correct date range.
  3. Hit the Customize button to open the Customize report window.
  4. From there, tap on the Change columns link and then uncheck the box for Transaction Type.
  5. Click Run report to keep the changes.
  6. Press the Export icon to select Export to Excel.
  7. Then, manually customize the data on the report.

For tips to easily customize, save, and share reports, check out the You can do WHAT in QuickBooks? Customizing Reports guide. Aside from hiding columns, this article will also guide you on how to use the following options: General, Rows/Columns, Aging, Filter, Header/Footer, etc.

 

Reach out to me if you need further assistance with any of these steps. I’ll be glad to help. Have a great rest of the week.

S
SanJuanVet
November 17, 2024

Not sure if you resolved but I was looking for a solution to this - Statement of Financial Position allows entry of a specific date.  It gives balances on all accounts and then totals for everything.  If you don't use AP and AR (most NP's don't) it works!

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