View Multiple Reports Quickly in QuickBooks

Let’s face it – you’re busy, you have information you want to know but don’t want to spend all day getting it.  Especially in the summer when you are either busy season or want to go on vacation. So here are 4 ways you can multiple reports quickly.

  • Make reports 1 click away by placing them on your toolbar. While I’m a firm believer that all QuickBooks users should have their own login information for security reasons, another benefit is that you can customize QuickBooks to suit your personal preferences – including what’s on the toolbar.  So if you have a report you want to see frequently, click on View>Add (and it will list the name of the report), then give it a name (I recommend keeping the name short). Next time you want to review that information, it’s simply a click away!
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  • Process Multiple Reports – Run several reports at one time. You can click on Reports>Process Multiple Reports then choose the reports and dates. Guaranteed this is faster than you doing these reports individually.
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  • Run a Group of reports. This can be even much faster 3than the Process MultipleReports definitely a very powerful timesaver.  Having groups also helps you organize your reports so you can find reports more easily. How many of you have a ton of reports,
    all with similar names and you don’t know which one you need to you use so you create another?!  I’ve seen many outdated memorized report lists.

    1. One time setup –
      1. Create a Group. (Examples are: Jobs in Progress, Owner, Monthly, Quarterly, etc.)
        1. Click on Reports>Memorized Reports
        2. Click on Memorized Report (down at the bottom)>New Group
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      2. Create/run the desired report
      3. Click on Memorize
      4. Save the report to a Group when you memorize (FYI-you can save the report multiple times and save in different groups if you want
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  • To run the group of reports, simply click Reports>Memorized Report list. From that list, double-click on the Group you want to run and all the reports in the Group will run!

 

  • If you have multiple companies and use QuickBooks Enterprise Solutions, another powerful feature is the Combine Reports from Multiple Company (Reports>Combine Reports from Multiple Companies). Then select the company files, the reports, date range, etc.  Your reports will appear in Excel with columns for each company.  Since the chart of accounts is often different between the two companies, having the software create the spreadsheet for you is a big timesaver.
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Once you have multiple reports open, you have a few viewing options. Start by clicking on View

  • My personal preference is One Window with the Open Window List selected (as many of you can attest!) That way I can focus on 1 report, but quickly look at another by select it from the Open Window List on the left.
  • You might prefer Multiple Windows (personally I don’t like any more than 4 at a time, usually 2 is what I’ll do because I’m comparing report information)
  • If you have the Multiple Windows option selected, then you might also like to use a Windows feature. Click on Window then take your pick (Tile options or Cascade). You’ll be able to quickly view and/or move to the desired report.
  • You’re busy – don’t let reports take any longer than necessary.  Get the information you need so you stay on top of your business, sales, jobs and head out the door sooner, be it for work – or fun!  Contact our office if you would like assistance.

I’d love to hear which of these you implement and how it helps you.

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