Question

Computerized accounting (dealing with QuickBooks Onine)

*****How do the View register accounts differ from the Run report accounts?******

Answer 1

There are multiple ways to get information out of the system to customize it easily the way you want to use it; one of those ways is a Quick Report in QuickBooks. A Quick Report is a report you can quickly run to view a variety of account information. Read more to find out how this tool can be very useful for all QuickBooks users.

When I am working at a client’s office with inventory tracked in QuickBooks, I am constantly in the Item List module, performing tasks like creating items to trying to find out more details about one or more particular parts history. You can quickly see the flow of the inventory for the item over a time period and modify the time period of the report if desired to look for something specific. If you are in the Item List just right click on the item and click on “Quick Report”, instantly the data behind that item will show up including purchase orders, item receipts, bills, etc. to each entry of that item. You can easily review the information and drill into the specific transactions by double clicking on the line you want to see. I find this extremely useful at month end when you are reviewing inventory and notice a negative quantity for a part. Quickly go to the item list and search for the item and run a quick report to scan through the recent detail to see where an error would have occurred. Depending on the situation, you drill into the transaction to see more details and determine next courses of action to fix the negative inventory.

Another way that I have found the Quick Report to be useful is working in the Chart of Accounts to see the transaction detail. I personally don’t like the “register view” so I use a Quick Report to view all the details in the account. All the information is the same, just a different view on the surface, but a Quick Report has more options to modify the information you are viewing. Run a Quick Report in the Chart of Accounts the same way as in the Item List, right click on the account you want to view and click “Quick Report.” All the transaction data in the account will populate and adjust the date range to show all or a specific range. I find this more useful for Balance Sheet accounts rather than Income Statement accounts but you can try them out yourself and see how useful they are for your work.

The last area that I have found Quick Reports to be helpful is in the Vendor or Customer center. You can right click on the vendor/customers name in the center and click on “Quick Report” or on the screen view of the account there is a link to press” Quick Report”. The one drawback with using a Quick Report in the Vendor or Customer Center is that the report doesn’t total at the bottom like the Quick Reports listed above, so generally use this if you are looking for a specific transaction or export the details and do further work in Excel.

Most balance sheet accounts listed in the chart of accountshave a register that can be accessed by double-clicking theaccount in the list. You can enter transactions directly by using the account register or by using forms.

To record a deposit, check, or banking transfer directly into the register, you will need to complete the following information:

• Date. The date of the deposit, payment, or transfer.
• Number (optional). The number of the transaction. Use this field to record check numbers. Deposits and transfers may not have a transaction number.
• Payee. The payee for a check, the customer name for a deposit, or another name as needed.
• Account. The account associated with the transaction.
  • For checks, select an expense account.
  • For deposits, select an income account.
  • For transfers, select the bank account associated with the transaction.
• Memo (optional). A description or note about the transaction (e.g., purchased chairs for office).
• Splits (optional). Use this function if the transaction amount needs to be divided among multiple accounts (e.g., office expense and office furniture).

The standard View filter for account reports allows you to limit your account data according to the following options. These options vary depending on your organization’s edition and setup.

• My accounts: Shows accounts that you own.
• My account team accounts: Shows accounts where you are on the account team.
• My account team and my accounts: Shows accounts you own and those where you are on the account team.
• My team’s accounts: Shows your accounts and accounts owned by all of your subordinates in the role hierarchy.
• My territories: For organizations that use territory management, this option shows accounts that belong to the territories to which you are assigned.
• My territory team’s accounts: For organizations that use territory management, this option shows accounts that belong to your territories and your territories’ descendants.
• My team’s account team and their own accounts: For users who report to you in the role hierarchy, shows accounts they own or for which they are on the account team.
• All visible accounts: Shows all accounts that you can view, as determined by your sharing model.
• Territories: For organizations that use previous versions of territory management (not Enterprise Territory Management), the additional Territories filter can be set to All, Multiple Territories, or Missing Territory. In custom report types, when using the Territories filter that includes territories, Multiple Territories or Missing Territories are not shown in the report results.
• Customer Portal: If your organization uses a Salesforce Customer Portal, add the Customer Portal Account field to your account reports to view which accounts have contacts enabled to use the portal.