Don't forget to periodically schedule time to go over your QuickBooks donor reports. Knowledge is power: the more you know about how your organization is doing, the better equipped you'll be to make smart decisions every day.

Accounts Receivable (A/R) Summary and Detail

These two reports tell you which of your clients owe you money, and which are past due.

Create your own:

To see a list of the transactions that make up a balance, double-click the balance in the report.

The A/R Aging Detail report tells you which individual pledges are due and overdue. It differs from the A/R Aging summary in that it groups transactions by the when they are (or were) due, rather than by donor (customer).

If a pledge is overdue, the Aging column shows the number of days past due.

To display any of the transactions listed, double-click the transaction's entry in the report.

Customer Balance Summary and Detail

These two reports group pledge balances by donor (customer). They differ from the A/R Aging reports in that they don't include information about how long overdue the balances are.

Create your own:
From the Reports menu, choose Customers & Receivables, and then Customer Balance Summary or Customer Balance Detail.

The Customer Balance Summary report tells you how much each of your donors have pledged by showing unpaid balances, grouped by donor. It only includes donors who owe you money. To see a list of the transactions that make up a balance, double-click the balance amount in the report.

The Customer Balance Detail report tells you what donations and pledges make up each donor's current balance, including those who have contributed everything they've pledged. It shows all transactions related each donor. The totals in the Balance column are the unpaid pledges for each donor. A total of $0.00 means that the customer has no unpaid balance.

Collections

This report tells you which donors are overdue, by how much and how long, as well as what their contact name and phone numbers are. It's a handy report to pull before you sit down to make collections phone calls or send collection letters. (See the article One-Click Collection Letters, in this issue.)

Create your own:

To see the detailed information for any transaction in this report, double-click on the transaction.

Unbilled Costs by Job

The Unbilled Costs by Job report lists the costs you've assigned to a specific customer or job but have not yet billed to that customer as reimbursable expenses. The report groups the unbilled costs by customer so you can see how much of your unbilled costs applies to each one. If you did more than one job for a customer, the report shows a subtotal for each job

Create your own:
From the Reports menu, choose Customers & Receivables, and then Collections.

For more on tracking your reimbursable expenses in QuickBooks, see Track and Bill Reimbursable Expenses for Better Insight, Higher Profit from the May edition of QuickBooks E-News.

Sales by Customer Summary and Detail

These reports show you your total sales by customer. They include money you receive to cover your reimbursable expenses.

Create your own:

The Sales by Customer Summary report tells you what your total sales amount is per each of your customers and jobs. It includes income from parts, services, and other charge items recorded on invoices or sales receipts. It does not include sales tax collected or income from reimbursed expenses.

The Sales by Customer Detail report is like the Sales by Customer Summary report, except that it also lists the individual sales transactions for each customer and job.

Income by Customer Summary and Detail

These two reports give you your year-to-date sales income, grouped by customer and job. They can tell you which customers have given you the most work during a given time period.

These reports differ from the Sales by Customer Summary and Detail in that they do not include the money you receive to cover your reimbursable expenses.

Create your own:
From the Reports menu, choose Company & Financial, and then Income by Customer Summary or Income by Customer Detail.

The Income by Customer Summary report shows your company's sales income from each customer and job. To see a list of the transactions that make up an amount, double-click the amount. You can sort by the Total column to see a list of the customers who've commissioned the most work. Compare this report to the Collections report to find your most profitable customers.

The Income by Customer Summary report is a more detailed version of the Income by Customer Summary report. It shows you the sales income from each customer and job broken down by individual transaction.

The totals shown in the Balance column are the net sales income from each customer or job during the time covered by the report. The totals reflect customer returns and credits given. The grand total in bold at the bottom of the report is your company's net sales income from all customers and jobs.

To display any of the transactions listed, double-click the transaction's entry in the report.

Modifying Reports

Once you've found the report you need, you may want to modify the way it looks, or change some of the data it contains.

In general, you can click and drag a column to a different location. You can click the Modify Report button (on the title bar in the upper left corner of the report window), and select how you want to modify.

For specific information about the report that you are currently viewing, go to the How Do I menu (on the title bar in the upper right corner of the report window) and choose "Learn more about this report." You'll find information about the data the report contains, which dates to use, and, if applicable, common ways to customize the report to get the exact data you need.

Memorize a Report
Whenever you change the settings for a report (modify it), you can memorize the report with the new settings and save it in the Memorized Report List. Then, when you want to create a similar report, you go to the Memorized Report List to find it. Here's how.

1. After you have customized a report, click Memorize (on the report button bar above the report

2. If you've changed an existing memorized report, indicate whether you want QuickBooks to replace the earlier report (under the same name) or create a new memorized report (under a new name).

3. In the Memorize Report window, enter a title for the report.

4. If you want to assign the report to a memorized report group, select Save in Memorized Report Group, then choose the group from the drop-down list.

5. You must already have the group set up on your Memorized Report List. You cannot create a new group here.

6. Click OK.

Note: QuickBooks memorizes the report settings, not the data in the report. When you display a memorized report, it applies the settings you memorized, but displays the latest data. For example, if the report date is set for the period Last Month and you memorize the report in September but recall it in December, the recalled report will have data for November, not August.
If you want to save the numbers in a report, you can print it, save it to your hard drive, or export it to Microsoft® Excel.


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