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KAYAREEYES
April 16, 2025
Question

REPORT WITH TOTAL WHEN ONE LINE ITEM IS ZERO

  • April 16, 2025
  • 2 replies
  • 0 views

WE USE AN ITEM "PERIODIC CHARGE" AT 0.00 TO LET THEM KNOW WE WILL CHARGE THEIR CREDIT CARD.

 

I WOULD LIKE A REPORT THAT SHOWS THE WHOLE INVOICE TOTAL - OF JUST THE CUSTOMERS WITH THE PERIODIC CHARGE ITEM.

 

I AM HAVING AN ISSUE SINCE THAT IS ZERO.

 

 

2 replies

C
Carneil_C
April 16, 2025

I know of a report in QuickBooks Desktop (QBDT) where you can determine which invoices have the Periodic Charge item, Kaya.

 

Currently, QBDT doesn't have a specific report that shows the total invoice amount for just customers with a specific item. However, you can pull up a Sales by Item Detail report and utilize the filters to see the details you need.

 

I'll show you how:

 

  1. Go to the Reports menu, and choose Sales by Item Detail report from the Sales section.
  2. Click Customize report, and go to the Filters tab.
  3. Choose the Item, Transaction Type, and other filters needed.
     
  4. Filter the Date.
  5. Tick OK to save the changes.
     

You'll just have to take note of the invoice numbers to calculate the total.

 

Moreover, save the customization settings of your report if you want to use the same settings in the future. This way, you won't have to go through the process again.

 

The QuickBooks Community is always here to support you if you need more assistance with pulling up specific reports and modifying them. Stay safe always.

    FishingForAnswers
    FishingForAnswers
    April 16, 2025

    @Carneil_C  What variant of Accountant Desktop are you using that has a B-Day filter? None of my versions do.

    FishingForAnswers
    FishingForAnswers
    April 16, 2025

    @KAYAREEYES  The only way that comes to mind is to utilize the Class system.

     

    Specifically, if you create a Class (say, Periodic Charges) and apply it to the invoices containing this charge, you will be able to apply a filter so that only invoices with that particular Class show up.

     

    In this case, you would be able to use the Custom Transaction Detail Report (or any report that has an option to filter by income type) to generate a report classed to Invoices and the appropriate Class, showing a total of the sales and any sales tax involved for all invoices within the selected time period.

     

    Also, no need to visually yell.

    K
    KAYAREEYESAuthor
    May 24, 2025

    That did not get me what I wanted - since PERIODIC CHARGE is 0.00 once I ONLY select that I get a report of zero's.  ---- Remember my periodic charge items is ALWAYS zero since it is just an information item on their invoice.

     

    If I select other items ... .I get even the ones that don't include Periodic Charge.

    A
    AntoniettaE
    May 24, 2025

    You can run two reports and combine them manually in Excel, Kaya.

     

    The option to create a report that shows the total invoices of a customer assigned to a specific item is currently unavailable. As a workaround, you can run two Transaction Detail reports with different customization.

     

    The first one is for all customers that contain all items per invoice, while the other is for Customers that have Periodic charge items.

     

    For the first report, here's how:

     

    1. Go to the Reports menu, choose Custom Reports, and click Transaction Detail.

    2. Click on the Filters tab, choose Transaction Type, and select Invoice.

    3. Choose the Item and select All items.
    4. Click OK.


     


    For the second report, refer to these steps:

    1. Go to the Reports menu, choose Custom Reports, and click Transaction Detail.


    2. Click on the Filters tab, choose Transaction Type, and select Invoice.

    3. Click Item and choose Periodic Charge.
    4. Hit OK.


    After doing so, you can combine the two reports by exporting them to Excel. Use the second report as a reference to check which customers are associated with Periodic Charge. If a customer is not associated with Periodic Charge, delete it from Excel.

     

    Moreover, you can visit this article for your future use if you want to export reports to Excel from QuickBooks Desktop: Export reports as Excel workbooks in QuickBooks Desktop.

     

    Feel free to come back to this thread if you have any concerns about pulling up reports. We're here to assist you promptly and effectively.

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