Reporting: Getting the Subtotals You Need!

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Abigail Jocelin Lee
7 years ago
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1 Reprting: Getting the Subttals Yu Need! One f the challenges many users have with reprts in QuickBks is the inability t chse mre than ne field in the Ttal By drp dwn list n detail reprts. In ther wrds, yu get ne gruping r subttaling level. Fr example, if yu lk at sales reprts, yu can generate a reprt that ttals by item r a reprt that ttals by custmer. Hwever, yu can t generate a reprt that ttals by items within the custmer ttals. In this article, I ll shw yu hw t quickly get mre than ne level f ttals by using pivt tables in Excel. OK nw dn t panic r stp reading this article. This is easy t fllw and I knw yu ll find it useful fr reprts within yur rganizatin. Fllw alng and create the reprt s yu can see hw simple it is and hw valuable the infrmatin can be fr yur rganizatin. Then yu can think abut what data yu need with multiple grupings and create yur wn reprt! TIP! Be sure t filter nly the recrds yu want included frm QuickBks. Fr example, if yu dn t want t see Finance Charge line items, dn t include them in the reprt yu are exprting t Excel. Step 1 Create a reprt in QuickBks that cntains yur data. Depending n what infrmatin yu need, yu ll want t start with a Custm Transactin Detail reprt and then add the apprpriate fields and filter the reprt accrdingly. Fr ur example, we re gathering sales infrmatin. Reprts Custm Reprts Transactin Detail fr QB 2012 versins r Reprts Custm Transactin Detail Reprt fr prir versins. On the Display Tab, chse the fields yu d like fr the reprt. Fr ur example, we ll chse: Type, Date, Num, Name, Item, Item Desc, Qty, and Amunt. On the Filter tab, we ll filter fr just sales items (Items All sales items). On the Header/Fter tab, uncheck all f the ptins. Memrize the reprt.

2 Figure 1: Custm Reprt f Infrmatin t Exprt t Excel Step 2 Exprt the reprt t Excel. With the reprt pen, click n the Excel buttn at the tp f the reprt and chse Create New Wrksheet (r just click n Excel in prir versins f QB). Figure 2: Exprt t Excel Buttn Since this is the first time yu re creating the wrksheet, yu ll create a new file. Fr future reprts, yu can simply update an existing wrksheet. Click n the Advanced buttn as shwn in Figure 3.

3 Uncheck the fllwing: frmat ptins, Include Quickbk Exprt Guide wrksheet with helpful advice and the Repeat rw labels n each page. Click OK t clse the Advanced Excel Optins screen and then click Exprt. Figure 3: Advanced Excel Exprt Tab Step 3 Create the pivt table in Excel. Click n the new wrksheet icn at the bttm f the screen. With yur cursr in cell A1, chse the Insert ribbn and then PivtTable. In the tp prtin f the Create Pivt Table windw, select the clumns with data frm sheet 1. Figure 4: Create PivtTable Screen

4 On the new wrksheet, the Pivt Table Field List will be displayed n the right. Drag the Name field t the Rw Labels sectin. Drag the Item field t the Rw Labels sectin. Drag the Qty field t the Values sectin. By default, Excel will cunt the quantity rather than sum it. Click n the drp dwn arrw next t the Qty and chse Value Field Settings. Chse Sum fr the summarize ptin. Figure 5: Ttals f Items Purchased by Date fr a Custmer Frm here, the sky is the limit! Use the Reprt Filter field t allw yu t filter fr specific things. Fr example, if yu mve the Name field int the Reprt Filter, it will appear at the tp f the pivt table and yu can select ne r multiple custmers.

5 TIP! If yu dn t see the PivtTable Field List, click in the pivt table area f the wrksheet and it will reappear. Once yu have the pivt table set the way yu want, name each f the wrksheets and save the Excel file. The next time yu need this infrmatin, yu can spl the reprt frm QB and chse the ptin t Update Existing Wrksheet. The QB details will be updated and the pivt table will display the updated infrmatin. Figure 6: Exprting t an Existing Excel File Dn t frget abut the QODBC ptin. I knw many f yu have heard me talk abut that befre. If yu wuld prefer t have Excel link directly t QuickBks s that yu have real time infrmatin when yu pen the Excel file, yu can accmplish this with the QODBC driver. Please cntact me fr mre infrmatin n that ptin. I hpe yu fund the infrmatin in this article relevant. I believe that mst rganizatins need reprts that allw multiple levels f subttals. I wuld lve t have yu share with me any reprts yu ve created using pivt tables. In additin, feel free t call ur firm if yu have any special reprting requests.

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