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nja1327
April 18, 2023
Solved

Total is Incorrect in Budget vs Actual Report

  • April 18, 2023
  • 1 reply
  • 0 views

I have a P&L budget in Quickbooks Desktop Pro (nonprofit) that does not include a budget for depreciation.  As expected, depreciation expense does not show up on the budget or budget vs actual reports because I customized these reports to show budgeted items only.  However, the sum total ACTUAL expenses still includes the depreciation actuals during the reporting period so the Total Expense (bottom of report) does not equal the sum of the budget items actually included in the report.    Is there a way to have the report total up only the budget items included for the actual expenses (or presumably income)?

Best answer by DebSheenD

I appreciate for getting back, @nja1327.

 

I'm here to help you fix the Budget and Actual Report in QuickBooks Desktop (QBDT).


As I replicated your concern, if we filter the report by unselecting the depreciation accounts the amount should be correct in the report. I'll show you how:
 

  1. Open the P&L report.
  2. Tap Customize Report and click Filters.
  3. Choose Multiple accounts.
  4. Unselect the Depreciation Expense and hit Ok.

 

If we've done this part and the issue still persist, I'd recommend running the Verify and Rebuild Data utility. The tool scans data issues within the company file and self-resolves them. Beforehand, make sure QuickBooks is up-to-date.

Follow the steps below on how to verify data:

 

  1. Go to the File menu.
  2. Choose Utilities from the drop-down option.
  3. Select Verify Data.
  4. Click Ok to continue.

 

Next, here's how to rebuild data:

 

  1. Go to the File tab at the top.
  2. Select Utilities from the drop-down option.
  3. Choose Rebuild Data.
  4. Click Ok on Rebuild has completed.

 

If you want to customize the details of your report, you can export it to Excel. This way, you can remove or add the details you need. I'm adding these links to learn more about the process: 

 

 

Aside from your reports, you can also open the topics from these articles to keep track of your customer and vendor transactions in QuickBooks Desktop:

 

 

If you have other questions about managing reports, please feel free to click the Reply button and add a comment below. I'll be right here to provide additional assistance. Keep safe!

1 reply

MichelleBh
MichelleBh
April 24, 2023

I'll help you achieve your reporting task in QuickBooks, @nja1327. So, you can always look at and monitor your budget data. 

 

I appreciate how hard you worked to make the reports fit your needs and how you shared the steps you took. No worries, I have a solution so you have a report that will add only the budget items used to pay for actual expenses.

 

Depending on your filters, the depreciation expenses will show in the Profit and Loss Budget vs. Actual report. With this, let's ensure the Report period and Accounting method is correctly customized. This way, the depreciation expense does not show up on the report you customized. 

 

Once confirmed and the issue persists, I'd recommend exporting the report and manually removing the depreciation amount from there. 

 

Here's how: 

 

  1. Go to the Reports menu and select Budgets and Forecasts.
  2. Choose the Budget vs. Actual report.
  3. Pick the account and click Next.
  4. Select the report layout, then Next, and hit Finish.
  5. Customize the Dates and Report basis. 
  6. Click the Excel drop-down, then Create New Worksheet or Update Existing Worksheet. 
  7. If you see a message that says your report has too many columns, select Advanced, then uncheck the Space between columns checkbox.
  8. Hit OK. 

 

To learn more about customization, check out this link: Customize reports in QuickBooks Desktop.

 

Furthermore, check out the following article below on how to manage budgets data and reports in QuickBooks: 

 

  

You can reply to this thread anytime if you have follow-up questions or other QuickBooks concerns. I'm happy to provide a solution. Keep safe always, @nja1327. 

N
nja1327Author
April 27, 2023

Thank you Michelle for your reply!  I understand that i can export the report to excel to get the right expense total, but I am wondering if there is a way to have Quickbooks sum up only the expenses included in my report (so i don't have to export to excel to see the correct total)?  See my example and the notes with my screenshot attached below.

 

 

 

D
DebSheenDAnswer
April 27, 2023

I appreciate for getting back, @nja1327.

 

I'm here to help you fix the Budget and Actual Report in QuickBooks Desktop (QBDT).


As I replicated your concern, if we filter the report by unselecting the depreciation accounts the amount should be correct in the report. I'll show you how:
 

  1. Open the P&L report.
  2. Tap Customize Report and click Filters.
  3. Choose Multiple accounts.
  4. Unselect the Depreciation Expense and hit Ok.

 

If we've done this part and the issue still persist, I'd recommend running the Verify and Rebuild Data utility. The tool scans data issues within the company file and self-resolves them. Beforehand, make sure QuickBooks is up-to-date.

Follow the steps below on how to verify data:

 

  1. Go to the File menu.
  2. Choose Utilities from the drop-down option.
  3. Select Verify Data.
  4. Click Ok to continue.

 

Next, here's how to rebuild data:

 

  1. Go to the File tab at the top.
  2. Select Utilities from the drop-down option.
  3. Choose Rebuild Data.
  4. Click Ok on Rebuild has completed.

 

If you want to customize the details of your report, you can export it to Excel. This way, you can remove or add the details you need. I'm adding these links to learn more about the process: 

 

 

Aside from your reports, you can also open the topics from these articles to keep track of your customer and vendor transactions in QuickBooks Desktop:

 

 

If you have other questions about managing reports, please feel free to click the Reply button and add a comment below. I'll be right here to provide additional assistance. Keep safe!

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