Welcome to QuickBooks Online for Nonprofits.
My name is Ufuoma Ogaga, I am the founder and owner ...
of Goshen Bookkeeping and Consulting.
I specialize in serving Nonprofits nationwide,
by helping them to increase profitability one mission at a time.
In this session, we are going to specifically ...
focus on how to customize reports using the settings ...
and filters, how to group reports,
how to memorize,
how to print email or export reports
out of QuickBooks Online. So this is my Quickbooks ...
Online sample company file. To get started in customizing ...
a report, click on the left side ...
navigation bar so I'm going to click on reports.
When you click on report, it is going to bring you to this report center.
You have three main tabs of the top.
You have standard tabs and this is where all of the reports ...
that you going to need inside of QuickBooks Online is stored.
And, you have your custom ...
reports, when we get to that part of ...
the training, any report that you create
customize and save will show up in this section.
Then you have management report,
this is like fancy reports that if you want to customize group ...
reports to send you a board members you can use one of ...
the management reports. Duplicate one of these ...
samples and customize it to
whatever you need. One of the key things that I ...
do recommend as a nonprofit organization,
is you need to use one of the existing reports,
customize it to whatever you want,
and then save it.
You can't really create your own reports out of the blue in ...
QuickBooks Online. You have to use one of the ...
existing ones that QuickBooks has provided for ...
you. Now you can favorite any
of these reports. You can put a star right next ...
to them and it will just automatically show up at the ...
top that way you don't have to keep scrolling all the way to the bottom.
So for the purpose of this demo,
we are actually going to use the profit and loss report.
When you open up the report,
it will usually default to date range says this year to date,
but you can change it to whatever you want.
So I am going to pick the date range of last year.
And when I picked the date range of last year,
it will automatically change these two dates for me to ...
change the start dates as well as the end date for me.
If you don't want to use any of the pre custom fields for ...
QuickBooks Online you can just do the custom.
Select the custom option and then manually type in the ...
dates that you.
The display column by, this you can display your ...
columns instead of just showing me the total column ...
only. You could display by months,
you could display by customers,
you could display by years, you could diplay by products ...
and services or you can display by however you want ...
to see the information. Depending on the report that ...
you run, you might have this column ...
or more options or you might not have it.
Now this option, you can select do you want to ...
show your rows by active
rows inside of QuickBooks online or do you want to ...
show active columns.
If you want to do a comparison between the ...
current year and the prior fiscal year just to come and ...
see how has your
Net income changed from 2019 to 2018 or 2018 to 2017 ...
you can select those options. So you could do,
previous period, previous year, year to date,
and percentage of either income or expenses.
So you can change and pick whichever options that you want to
compared to another period inside of QuickBooks Online.
Now accounting method, this is what I typically ...
recommend for my nonprofit. So some of the nonprofits ...
that I've dealt with usually when they file their form 990 ...
or if they are church, they usually are on a cash ...
basis accounting.
I typically recommend running your reports.
on an accrual basis. Yes I understand you're filing ...
your Form 990 on a cash-basis,
but if you really want to see a good history and track the ...
health of your nonprofit, you really want to run your ...
reports on an accrual-basis. QuickBooks makes it easier ...
for you to switch
from a cash to accrual basis for any of the reports that you running.
Once you go through all of the settings at the top,
you can just click run report.
Since I selected my display by months,
it shows me everything by months.
So, I'm just going to switch this ...
back to say total only.
And just click run reports again.
Now why we are here, we're going to do a couple of ...
things. So you can customize this ...
report. You can change the name ...
and you can change the title to whatever you wanted to say.
The date range will automatically show based on ...
what you chose at the top.
You can click on this customized button here.
Here you have the general setting.
So here you can again similar to what we covered in the ...
prior place you can change the reports period.
You can change the accounting method.
For your number format you can say I want it to show ...
everything except 0 amount or I want it to show without ...
cents. Since I want my negative ...
number to be in parentheses and red because that is ...
usually a sign that I need to do something.
That's usually the number format and negative number ...
section. So under the rows/columns,
you can change it to say okay I don't want my columns to ...
display by total only. I want it by quarter or by ...
year. You can change all of those options here.
You can also filter your report.
So you can still filter if you don't want to see all of the ...
expenses. Let's say
you are a church and you are actually want to customize a ...
P&L by committee members, which is going to be your ...
customer list or if you want to customize your P&L for ...
specific grants if you're just a regular 501c3 that deals with ...
a lot of grants. If you want to customize ...
report to see only one grant or if you want to customize ...
your report to see only a group of income and a group ...
of expenses. So you can click on the ...
distribution account and just go through and manually ...
select the accounts that you want to show up in the report.
If you want to see all income expenses you can kind of go ...
through and check the box next to the accounts that you want to see.
I'm just going to turn that off.
If you want to customize your report,
let's say you just want to see p&l from
a vendor or like a customer only,
you can select that option here.
Same thing
if you want to do it for a vendor, you can
select the option there.
If you are using a third-party payroll system,
you're not going to see anything by the employee.
If you are using QuickBooks Online built-in payroll system, then yes this
custom reports by employee
will most likely show up for.
If you are a nonprofit and you using the class tracking feature,
select the class option and then pick your individual classes
and only show me P&L by class.
If you want to see like products and services then ...
this really impact your income.
account. Okay,
I want to see how much I spent on design.
products and services P&L for that you can do that as ...
well. So that's the filter option.
You can also here under the header and footer like I ...
mentioned before, you can change the name,
and you can change the report title.
Uncheck the box and say I don't want the report period to show on the
You can remove the dates prepared and the time prepared.
I usually leave the report basis
checked that way people can know this is an accrual report ...
and this is not cash-basis. And you can kind of select ...
the header to be on the left side pr the right side or do ...
you want to show in the center.
You can do all of that. So once you go to all of your ...
customization here,
you could just click run report.
And when you run the report is going to look like this.
So we did the negative number with a red showing up there.
Another cool thing that you can do once you have ...
finished with that customize button.
What you can do is if you don't want all of this sub ...
accounts to be visible,
you can click the collapse button.
what this does is collapse everything into the parents ...
accounts that way everything is hidden and it's clean.
You can also sort or
leave it as teh default and it will sort according to how ...
your account was created inside of QuickBooks.
If you are using account numbers,
it's going to automatically sort it based on those account numbers.
You can add notes at the bottom.
So this is usually where I would add notes.
For example if you have like a specific charge of account ...
line here and that's maybe something you spent almost ...
a thousand and really you should not spend $1,000
more on legal and professional fees,
for whatever reason you can explain those
line items account in the notes section.
You've gone through all the process of creating
reports and customizing it.
One thing that I do recommend is to save the ...
report. So when you click on this ...
save customization button.
QuickBooks Online will automatically take the custom ...
report name, which is exactly the name ...
that you seeing here.
And it will ask you, do you want to add this ...
report to a group.
Group reports are very similar to that management report ...
section that I mentioned earlier.
So, group reports
usually comes in handy if you want to your profit and loss,
balance sheet and the statement of cash flows,
you want to do it in the group, that way
all those three reports you print in one massive PDF for ...
you. You can use group report if ...
you're also trying to email reports in a batch to
board members or to your staff whether you have an ...
accounting department or an accounts receivable ...
department or an accounts payable department or if you have.
different committees for your church,
you can't use the grouping to group those reports and ...
email them out of the system. So here you can add a group.
Now share with, usually I recommend if you ...
are creating reports that,
you run frequently and other people need to have access to the report.
Create custom reports for them and then,
share it with the entire users inside of QuickBooks online.
So when your treasurer or your board member of log in ...
with their reports only access, they will still be able to see ...
those shared reports and don't have to recreate the ...
wheel. Especially if they have never ...
used books online this is a great way to make things ...
easier for them to go in and get their own reports themselves.
In this demo file, if I'm not going to be able to ...
share with all. I'm just going to do none.
Just click save.
And it will automatically save.
Before we go back to the save reports piece.
Another cool thing that you can do out of here,
is you can email the report. You can actually print out the ...
report if you click on print you can customize your print window.
I'm using Chrome browser a lot of this printing is ...
customized to your browser settings.
Here, when you go to print,
you can click on print.
Or you can save it as a PDF.
Or you can email it. So if you click email,
it will ask to enter the email address of the person you're ...
trying to email the reports to. So you would enter that email ...
address there. I always recommend CCing ...
yourself in the reports to make sure that the system ...
actually sent it out and you also have a copy in case that ...
person comes back and say hey I never got to report you sent to me.
You have a copy in your own inbox as well.
And you can customize a subject,
give you a report a title and all of that stuff.
I'm not going to send this. That's how you can send ...
individual reports in QuickBooks Online.
Under the gear icon, you can do come pass if you ...
want to make all the content how to squish in more you could do that.
So once you've gone to all of the steps of customize your ...
court and you click save.
Every time you edit this report or make changes to if you ...
want to always make sure you click save customization.
and just click save.
When you click save customization and go back to ...
our report list.
Again, reports on the left side ...
navigation bar.
You want to go to custom report.
So, the report that we just ...
created and the group that we just created this all under here.
Let's say you don't want to email that individual reports ...
and you want to.
email everything as a group.
You can export this as PDF.
By clicking on the drop-down next to the action button,
you can delete this.
You can also schedule it to go out on its own every ...
month, every quarter and every year ...
so if you click on the edit icon.
You could turn on
set email schedule so you can tell QuickBooks that I ...
want to email this report on a monthly basis.
I want you to email it to my board
10th of every month.
You can also add a bottom say I want attach the report ...
as an Excel file.
Enter the email address.Again,
copy yourself in an email.
and send it out of the system.
When you go through all the setups,
you can just click save and close.
And, the system will now show ...
every month this report goes out.
The end-user does not need any QuickBooks login or ...
anything like that so every month
QuickBooks Online will automatically email the ...
reports to the user that you are specified in that email field.
So that in a nutshell is how you get a report,
how you customize a report.
and how you do grouping reports inside of QuickBooks Online.