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nytcpa
April 29, 2020
Question

Show accounts with zero activity on reports

  • April 29, 2020
  • 3 replies
  • 0 views

We have a need to show all ACTIVE accounts on reports, including those with zero balances so that budget lines correspond properly with the actual P&L lines.  I'm not finding a way to do that without including all the inactive accounts as well (we have hundreds of inactive accounts and can't show all of them on a report, OR go in and delete them/merge them in order to get rid of all those.  So, just want ACTIVE accounts....ALL of them.

    3 replies

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    nytcpaAuthor
    April 29, 2020

    further to my question above sent a few minutes ago.  Our reports do show accounts with zero balances that HAD ACTIVITY during the current P&L period (2020).  But we need accounts with zero balances that did NOT have activity during 2020 as well.

      S
      ShiellaGraceA
      April 29, 2020

      Hi @nytcpa,

       

      QuickBooks report generates all accounts that include activities. You'll want to pull up two reports and export them to Excel. Let me guide you through the process.

       

      1. Go to Reports, then type Transaction Detail by Account.
      2. Select Customize and Filter.
      3. Mark the Distribution Account box, then choose All Income/Expense Accounts.
      4. Click Run report. Make sure to change the Report period to your  desired report date.
      5. Hover towards the Export icon. Then, Export to Excel.

      After that, pull up the account list report and export it to Excel. Here's how:

       

      1. Go to Reports, then type Account List.
      2. Select the Export icon beside the Printer icon.
      3. Click Export to Excel.

      Once done, you can then compare which accounts have zero balance with no activity. You also have the option to delete or merge rows and columns in your Excel.

       

      I'm attaching our page about reports and accounting for more tips and recommendations. 

       

      That'll do it. Please don't hesitate to reach out if you need help with anything else. I'll be around to assist you. Thanks for visiting us today and have a good one.

      N
      nytcpaAuthor
      May 1, 2020

      I actually found a much easier solution....at least for Quickbooks Online (I've not checked if it works on the desktop version also):

       

      Run any report.  Under Customize, choose Number Format.  UNCHECK the "except zero amount" box.  That's all there is to it!  No need to export to Excel either!

       

       

      S
      stoneccnj1
      September 13, 2024

      Hi Intuit,

      Everyone who has tried to reply to this thread so far has failed to understand what we are asking for... these QB Online reports are not returning the results they should.

      Please pass this onto your development team:
      When running a Profit and Loss report that shows results by Account,
      And when "Show non-zero or active only" = "Active" for rows
      Then please do an OUTTER join to include ALL ACTIVE ACCOUNTS that are Profit and Loss accounts (EVEN IF there are no transactions in the current period).

      Otherwise, "Active" only means accounts with activity that have a zero balance. Not Active accounts.

        S
        stoneccnj1
        September 13, 2024

        For everyone else frustrated with this "feature" here is a workaround that might be helpful:

         

        Create or update a budget to include at least an intentional $0 total for every month on every account that you always want to see in your report even if there are no transactions hitting that account in the period.

         

        Then run your Profit and Loss report including that budget.  That should show every account even if there are transactions hitting those accounts in the period.  

         

        At least that worked for me.

        J
        jd76cliff
        October 8, 2024

        could you explain this further? I'm confused a little. 

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