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Here we are in QuickBooks Desktop sample Rockcastle construction practice file provided by QuickBooks going through the setup process we do every time maximizing the homepage to the gray area view drop down we noting that we have the hide icon bar and
the open windows list ticked off checked off open windows on the left hand side reports drop down company and financial looking at that P and L to start off with tab a 101 to four to 1231 to four tab January through December that is customize. Now this is what we’re going to be focusing on more in this particular presentation.
But this is the standard setup process fonts and numbers. Change the font we’ve been bringing it on up to 12. Okay, yes. And okay, then opening up the other report reports drop down company and financial
this being the balance sheet standard. I’m going to change the date this time by hitting the drop down fiscal year, and then customize it once again, go into the fonts and numbers changing the font to 12. Okay, yes. Okay.
That’s the setup process we’ve been doing every time so far, in prior presentations, we’ve been taking a look at the options to adjust the reports in the ribbon. And now we’re going through the customized reports items here.
And we’re looking at the fonts and numbers. So this is the one, these are going to be the formatting tools which are available not just on the balance sheet.
But pretty much all the reports that we’ve been using to increase the font size, it’s there, along with some other tools. So let’s see what we have customized the report up top, we’re going to go to the fonts and numbers.
So we got on the left hand side, this is going to give us a kind of a label of which of the fonts that we’re going to be dealing with, it can be a little bit confusing to apply these out. Because you have to have an idea of what QuickBooks is calling each of these line items so that you’re selecting the specific area.
And then we can change the fonts of them. changing the font here, you could change the style, we can change the size, we could strike out we can underline these are probably familiar types of tools that you could see in like a Microsoft Word, or something like that, we got the drop down, and we can change the color.
Now we don’t have as many options here as you would have in like Excel, or Microsoft Word. But you’ve got a nice little array of options that you could use to customize the reports within QuickBooks.
Note that you could do further customization on like a whole lot of customization, once you export. So if you wanted to export the reports to excel, now you’ve got all the customizations within Excel.
The problem with then formatting something in Excel is that you cannot as easily standardize that format. And you would have to reformat in excel every time you want to basically do that extensive formatting to a report,
any kind of formatting that you can do within QuickBooks can be beneficial, because then you can save and memorize the report so that you can open up a similar report, change the date range and have the similar kind of formatting that will be applied.
So I’ll get back to like testing a few of these out in a second here. Just also note that if you wanted to apply this formatting to everything, as we’ve been seeing in the past, when you hit OK, notice it always goes to this change all related fonts.
That’s what we’ve been doing. We’ve been saying yes, if you hit No, then it’s just going to change the report data here. So you got to kind of be aware of that. So we’ve always been selecting whatever the default is on the left hand side and then saying I want to change all related fonts to 12.
And apply that to the whole report, as opposed to just in this case, the report data. We’ll get back to that in a second. I’m going to cancel that for now. And then on the right hand side, we’ve got the show negative numbers.
We can show negative numbers with a with just an negative here. Let’s see if we have any negative numbers, I’m going to hit OK. Do we have here’s a negative number and accumulated depreciation.
So if I change that, we can customize the report and say I want to see it in parentheses, that gives it a little bit more of an emphasis. I kind of liked that better personally,
to see it because it stands out a bit, customize and report, if we want it to stand out even more, we can put, make it red, right, so now it’s negative numbers are red, and parentheses. Going back here again, fonts and numbers,
we can then say that we want to have the negative on the other side, which I don’t usually use, but that might be something depending on where you are located, that you’re more more comfortable seeing possibly, and then we can revert back to the original by hitting revert. That brings us back to where we were where we started from,
then we’ve got the divide by 1000. So if I divide by 1000, I’m just going to take all the numbers and divide them by 1000. So I’m gonna say enter, hold on a sec, did I click it? I’m not sure I clicked it, I gotta click it first, and then enter or
Okay, so now it says up here, accrued accrual basis dollars in 1000s. So if you have a report that’s fairly large in nature, divided it by 1000, could be a useful tool. And because then, then obviously, you have a smaller report.
So for example, if you had a report that was in millions, or something like that, eliminating a few zeros, typically will not decrease the usability of the report.
Because you’re still, you’re still have enough enough decimal points out or enough zeros out to make decisions on you’re rounding, in essence, and making a more readable type of report.
So this is 47. point something 1000. Like, you could remove the decimal two if you wanted to. So I could go up top and go to the fonts and numbers. Let’s change the font size back to 12.
Okay, yes. And then I’m going to say if I want to say without sense, now without sense here is basically removing the decimal, which would be 47. Point, this like 17.9 1000. For when to remove the point nine, I can do that. So now rounds to 18.
So there we have that I can go to the Customize reports again, and I could revert back, but I’m going to change the font back up to 12. Again, okay.
Okay. So then we can say we want to exempt zero amounts. So if we had zero amounts in the reports, some reports might already remove the zero amounts. But if they don’t, you know, you can exempt the zeros.
If you bring it back to the original here, notice we have pennies. So notice, you might say, hey, look, I don’t want to divide it by 1000. That’s too much rounding. But maybe I don’t need the pennies that might be quite common,
because maybe, you know, the pennies can add more more distortion to the report more information. And they’re probably not useful for decision making purposes. So you might say, especially if you’re going to give the report to someone outside,
for reading purposes, instead of for internal use, you might say I’m going to remove the pennies, I want it to make sense, but not half cents, right.
So you’re going to say take the pennies off, makes it a little bit cleaner of a report to be looking at. So then let’s go back up top, then you can get into the fonts and numbers and look at some of these things that are going to be specific to line to a particular line items like the colors and so on.
Now notice that a little of this formatting can kind of go a long way. I’m not an expert at fonts, for example, example or or color codings, and so on.
But as a bookkeeper if you do some of these kinds of changes, like if you were to to remove the pennies even or make the bracketed numbers red or something like that,
that’s could differentiate you as a QuickBooks bookkeeper making your reports a little bit more customizable, making you stand out a little bit in a good way you can go over the top, you can go overboard on it, but that can be useful. Some of the other things we looked at as well like the displays, and the headers and footers in particular.
Like if you rename the reports, different names, like an income statement, you might rename it as or the profit and loss, you might restate, rename it as an income statement. If you think that that would be preferable. Those kinds of things can stand out and be fairly easy to do fairly easy to memorize once done.
So let’s do a couple of these if we’ve got the the column labels, so I’m going to select just the column labels here. And say we want to change those, we can have the font so I can change the font of them. Let’s try to use a bold one.
You don’t have as many fonts here as you do with with like a Microsoft Word, but you have you know a few fonts here. We’ve got this one it says condensed. Let’s use that. First I’m going to say okay, and this time it says Change all fonts,
I’m gonna say no, this time, I don’t want to change all fonts, I just want to change the one I’m on, which is the column labels. So I’m going to say no, it gives me the example here. And then if I change them,
we could see the change to the column. So I had the roads, the column label. And so you can see that looks a little ugly, the way it’s clashing with the other fonts.
But again, if you knew what you were doing that you could, you could practice these kinds of formatting tools. Gonna go back into it, if I had the row labels, this time, let’s go to the row labels. And so we keep that at Arial.
But you might say that you’re going to, you’re going to increase the size of the row labels, let’s say to 18, or something, just to make it a little bit exaggerated.
We’ll say, okay, and then again, I don’t want to apply to everything, I just want to apply it to these fonts that are the row labels. So I’m going to say no on that one. And then Okay, so now we’ve got the row labels, notice that I was thinking it was going to apply just to the labels.
But every row is a row label. So now you’ve got the row labels are higher than the numbers, which it looks again, looks really funny, you’d have to experiment with these kinds of things.
But we’ll go back on over fonts and numbers just to just to show a couple of these things, the company name.
Now the company name might be something that you you might want as a different color. So your colors are red, or something like that, you could change the name of the of the title up top.
So I could say, Okay, I want to change that. And let’s play this time with down here and make that read. So that’s going to be read, and then you might even want it bigger, you might say the company name needs to be huge.
We’ll make it 28. So okay, and then again, no, because I wanted to apply just to the company name, and say, Okay, so there we have that. So again, I’m not an expert at this, this looks quite ugly.
But you could you could get an idea of what’s going on here. And if you are an expert, like the, the guy that was the apple’s founder, was, of course, an expert at this kind of stuff, right?
Making everything aesthetically Nice. Again, it could stand out a lot if you’re good at these kinds of things. And once you get it set up the way you want, you can you can memorize your report.
So it’ll set that way, whenever you go into it can really make things stand out if you know what you’re doing.
In any case, let’s then go like to another one, let’s just say the date. And you can apply these, like if I wanted to strike out the date, for example. I don’t know why you would want to do that. But you have that option.
Okay? No. Okay, so then it’s got that line through, you got the same with the underline. So if I customize, go to the fonts and numbers, let’s just take a look at the report subtitle this time, and then change it. And let’s say we want to underline it for whatever reason, okay?
No. Okay, so now we’ve got an underline there. So you’ve got, like I say, No, nowhere near the options of customizations, as if you were to export it to Excel. But you got a pretty fair amount of customization.
And a little bit goes a long way, when you’re doing especially if you’re doing your own bookkeeping and trying to make your own kind of look and feel to the reports, if you customize some of the names as appropriate.
And you customize the look and feel you make the fonts, you know, something that you think is characteristic of you and or things that you think the customer would like aesthetically, even though it has no impact on the financials, again, that can that stuff can go a long way.
And you can memorize those reports so that you don’t have to do it every time. If you want to further customize. Like I said, you could export to Excel where you have a whole bunch of of customization options,
but then you would have to re customize it every time generally because you’d have to export the report and then do the customizations there. For any added customizations you would want to do.