Skip to main content
K
Kaylamariem33
December 13, 2023
Solved

Trying to create a report showing credit card and check expenses by client (customer), can someone assist?

  • December 13, 2023
  • 1 reply
  • 0 views

The company I work for is a law firm. Our "customers" in QuickBooks are our clients. We make payments to vendors on behalf of our clients and indicate which customer/client each expense is being paid for. I am  unable to figure out how to create a report which will show me all the costs we have advanced for a particular client. When I try to do a custom report, several fields are faded (see screenshot attached) and so do allow me to select them. My company used to use QuickBooks desktop and called this report "Costs Advanced by Client" and in that report we could see the type (check/credit card), date, check #, source name (vendor), check memo, account, paid amount, and a grand total. I confirmed with QB when calling their support line which unfortunately did not help me with this, that all of our transactions did transfer over correctly. 

Best answer by ShyMae

The data that shows up on certain reports depends on what report you are using.

^ You wrote this statement above, and I think this is the issue we are having. For some reports we need access to information that we are not allowed to use as a column/filter. I have started a new report in "Transaction List by Customer" and I have gotten it to show the credits for our customer, but I also need to see the debit. We receive a settlement (a debit) and then checks are disbursed from that settlement (credits). I want to see the balance of the debit-credits. Can you help me with that? 

 

Thank you. 


Let me guide you on generating a report showing the credit and debit balance, Kayla. 

 

QuickBooks Online offers various reporting options to cater to your business needs, including tracking expenses, monitoring income, and keeping an eye on inventory.

 

Let's use the Transaction Detail by Account so that you can see the balance of debits and credits. 

 

Here's how: 
 

  1. Hover to Reports.
  2. Type in Transaction Detail by Account in the search bar.
  3. Tap Switch to classic view, then click Customize. 
  4. Click Change columns, scroll down, and tick Debit and Credit.
  5. Now click Filter, then select the Transaction Type dropdown.
  6. Tick Check and Expense
  7. Click the Distribution Account and Account dropdown to specify the account you want to show in the report.
  8. Once done, hit Run report. 

    See attached screenshot for reference.


Moreover, you can memorize this report. This feature simplifies the customization process, allowing you to concentrate on other essential tasks.

 

I'm still here, ready to back you up if you require assistance or clarification regarding which reports to generate. Best wishes, Kayla!

1 reply

A
ArielI
December 13, 2023

Hello, Kayla.

 

I'd be happy to assist you in customizing your existing reports to efficiently get the expense data that pertains to your customers.

 

To optimize our reporting system, I have identified two potential reports that could be useful. 

 

  • Transaction list by Customer
  • Purchases by Vendor Detail Report.

 

Here's how to customize the transactions list by Customer:

  1. Click the Reports.
  2. Search the Transaction List by Customer in the search bar.
  3. Hit the Switch to classic view.
  4. Click the Customize.
  5. Edit the report period, change the Rows column, and it group by transaction type.
  6. Tap on Transaction type and enter the necessary details for the desired transaction.
  7. Then, Run report.

 

To generate a Purchases by Vendor Detail Report, you can follow these steps:

 

  1. Click the Reports.
  2. Search the Purchases by Vendor Detail Report in the search bar.
  3. Hit the Switch to classic view.
  4. Click the Customize.
  5. Hit the Rows/ Column dropdown and add your cutsomers.
  6. Then, Run report.

 

After receiving the report, you may find it helpful to refer to this article which provides guidance on exporting your reports: Export reports, lists, and other data from QuickBooks Online.

 

If you have any questions or concerns about creating reports for your customers, we are here to help you. The Community is always ready to assist you in any way possible. Together, we can resolve any issues related to your banking matters.

K
Kaylamariem33Author
December 13, 2023

Thank you for your response. When I do all the steps you advised in "transaction list by customer report", none of the transactions are coming up under our client. I spoke to QB support and we confirmed all of the transactions came over for our clients when the transfer from desktop to online was done. I have attached a screenshot of what comes up when I try to run a report for any of our clients to show credit card/check expenses. 

S
ShyMae
December 13, 2023

I appreciate you taking all the steps suggested by my colleague, Kaylamariem33. I'm here to ensure your data is visible when you run a report. 

Since the transactions did not show up using Transaction List By Customer. Let me provide a different report showing all your checks and expenses.

You can follow these steps: 

 

  1. Hover to Reports.
  2. Type in Transaction List with Splits in the search bar.
  3. Tap Switch to classic view, then click Customize. 
  4. Click Change columns, scroll down, and tick Customer.
  5. Click Filter, then select the Transaction Type dropdown.
  6. Tick Check and Expense, then click Run report. 


See the attached screenshots for reference.


Furthermore, you can memorize this report. This feature streamlines the entire customization process and saves you the hassle of redoing it. 

 

Just know that I'm here available to assist you further if you need further assistance regarding running your reports. Best wishes!

Terms & ConditionsAccessibility statement