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Stacy680
January 13, 2024
Question

Transaction Report with Running Account Balance but NOT Total

  • January 13, 2024
  • 2 replies
  • 0 views

I manage the money for student clubs at my school and am looking for a better way of letting the advisors know what transactions have cleared and what the account balance is.  I would like a report that shows all the transactions for the fiscal year and the running account balance but does NOT show the “total” of the difference between credits and debits.  The closest I’ve gotten to this is the Balance Sheet, but at the bottom it shows the total.  The total just causes confusion, especially when the total is negative, as the advisors think that’s the account balance. I really wish I could make a report look something like a bank statement, with beginning balance, transactions, and ending balance.  Is there a better report I should be using? Or is there a way to not show the total on the Balance Sheet?

2 replies

AlverMarkT
AlverMarkT
January 13, 2024

Hi, @Stacy680. Welcome to the QuickBooks Community. 

 

If transactions are grouped by account, the report shows the total per account by default. I can suggest a report that's closer to your specifications.

 

To achieve a report that resembles a bank statement without the total of the difference between credits and debits, you can use the "Transaction Detail by Account" report in QuickBooks Accountant Online (QBAO). This report can be customized to show the transactions for the fiscal year and the running balance of each transaction. Let me show you the general steps where you can perform further customizations moving forward. 

 

  1. Go to Reports.
  2. In the search field, type "Transaction Detail by Account" and select the report. (If you're on the Modern view, select Switch to classic view for better navigation.)
  3. Click on Customize. 
  4. From the Report period, select This Fiscal Year.
  5. In the Rows/Columns section, select None from the Group by drop-down list. 
  6.  Choose the details to include from the Select and reorder columns (e.g., Date, Name, Memo/Description, Debit, Credit, Amount, and Balance).
  7. In the Filter section, put a checkmark on the Cleared box, and select Cleared.
  8. Select Run report.

 

However, for the running account balance, I suggest exporting the report to Excel and adding the data from there. You may refer to this guide for the exporting process: Export your reports to Excel from QuickBooks Online.

 

After making the customizations for the report, let me add this reference on how to save these settings for future use: Memorize reports in QuickBooks Online. 

 

You're always welcome in the Community should you have further questions about running reports in QBAO. We'll do our best to assist. Have a great day ahead!

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Stacy680Author
January 13, 2024

Thank you for your reply.

 

Unfortunately, I don't think this solution is going to be better than my "Balance Sheet" report.  The "Transaction Report by Detail" still has the "Total" at the bottom, which is what I'm trying to avoid.  Plus, I currently have the Balance Sheet report set to run and email advisors automatically, so having to import into Excel would take a lot more of my time when it doesn't fix the Total problem.

 

I have been unable to find a report that gives a beginning account balance (although this part is not as important as the other two parts), an ending account balance, and the transactions that got me there, but maybe that report just doesn't exist.  Is there any way to create a custom report that would do these things?

    A
    AileneA
    January 13, 2024

    Hello, Stacy680. 

     

    I understand you're looking for a report in QuickBooks that doesn't show the Total. Unfortunately, this such a report is unavailable in QuickBooks. Our team is constantly working to improve our services and make more reports available to our users, so I suggest sending feedback to our Product engineering team. Your Feedback is extremely important to us as it can help us create better products and services. 

     

    Our Product Engineering team is always looking for ways to improve and enhance our offerings, so your suggestions are very valuable. By sending your Feedback to our team, you may allow them to carefully evaluate and consider your ideas for inclusion in our future product developments. So, please don't hesitate to share your thoughts with us. We appreciate your input.

     

    Here's how: 

     

    1. Select the Gear icon, then Feedback.
    2. Enter your comments or product suggestions. Then tap Next to submit feedback.

     

    Your feedback is valuable to us and helps us improve QuickBooks. You can track feature requests through the QuickBooks Online Feature Requests website.

     

    To learn more about customizing reports, kindly refer to this article: Customize reports. Then, if you want to memorize the personalized report, feel free to check out this article for the detailed steps and information: Memorizing reports. 

     

    Your valuable feedback is important to us and will help us improve your experience in QuickBooks. So please don't hesitate to contact us again if you need further help. I'll be happy to extend another service for you. Have a great day!

    E
    elsielo
    March 12, 2025

    I have the same issue you have, and I work for a school. I can’t believe that QBO has not fixed this issue. Did you ever find a solution?

    The total at the bottom which says “total for this account” is not correct!! Anyone reading it would have incorrect info. 
    I called customer service today, but she could not offer me any advice except to import to excel and fix it. That is a lot of extra work!

    QBO needs to do better! I think i may be ready to go back to the desktop version. 

      S
      Stacy680Author
      March 13, 2025

      As far as I know, there is still no report that does a running balance with a list of transactions.  It's so frustrating.  I automatically send out reports so in the body of the message, I have to tell people NOT to look at the total. I have 40+ accounts so I am certainly not doing all those every month in Excel. 

      E
      elsielo
      March 13, 2025

      Thank you so much for responding.  This is such a big problem for fund accounting.  It makes me think that the developers are not knowledgable in accounting practices or reporting.

      If you do not mind, could you send me what you write to the recipients of the reports.  I wondered what wording you have used has helped them understand where to look for the actual balance even though the report is telling them otherwise.  For me, it is a spur of the moment thing, where someone needs a report asap. I work remotely.  Having to do any extra steps is really a problem.

      I still am trying to figure out if I should just go back to their Non Profit Desktop version before I go any further with this.  Thanks again so much for your response  Just reading it was helpful as Customer Service was no help at all.

       

       

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