Reports
In this article
Use reports to review quotes, sales orders, invoices, purchases, payments, and tax across your shop. Choose a report, adjust the columns and rows you need, and export the spreadsheet.
The Reports menu offers a summary dashboard, row-level reports, and background downloads. Open the Reports Dashboard for revenue, customer, and production summaries. For background exports, use the Download Center. To give a bookkeeper access to reports without other settings, see Permission.
Choose a report
The Reports menu is grouped like this:
- Reports Dashboard shows Revenue, customers & production. Open the Reports Dashboard for summary trends and current activity.
- Row Exports contains Quotes, Sales Orders, Invoices, Invoice Items, Purchase Orders, Payments, and Tax. The Row Exports tab on the Reports Dashboard links to the same seven reports.
- Downloads contains Download Center, which prepares larger exports in the background. See the Download Center guide for details.
The row reports use these dates and show these records:
| Report | What it shows | Date used for the range |
|---|---|---|
| Quotes | Quotes issued to customers | Quote issue date |
| Sales Orders | One row per sales order | Sales order issue date |
| Invoices | One row per invoice for sales orders | Sales order issue date |
| Invoice Items | Individual invoice line items, including products and services | Sales order issue date |
| Purchase Orders | Purchase orders | Purchase order issue date |
| Payments | Customer payments and refunds | Payment or refund date |
| Tax | Invoices from sales orders whose paid amount reaches the total | Latest payment date for the sales order |
Sales Orders has one row per sales order. Invoices has one row per invoice. Both reports use the sales order issue date for the date range.
Use Invoice Items to compare product quantities, sales, costs, and service totals. These details show which products sell most and which services bring in the most revenue.
In Payments, a refund is a row with a negative Amount. Payments to vendors on purchase orders are not in this report. To issue or record a refund, see How Refunds Work in YoPrint.
In Tax, one row is an invoice. An invoice appears once its sales order is paid in full. Orders with an open balance do not appear until they are paid in full. Each invoice is dated by the latest payment for its sales order.
Run a report
This example uses Payments. When you open a report, the table starts empty until you run it. Export stays disabled until rows load.
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Open Reports in the top navigation.
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Choose Payments from the Row Exports group.
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Click the date button beside Run Report, choose Last month, and click Apply. The report loads for those dates.
The date button opens on the last month up to today, not the previous calendar month. Choose Last month for the previous calendar month, or choose This month, Last 30 days, Last 60 days, or Last 90 days. To use custom dates, set the Starts on and Ends on fields and click Apply. To load the dates already shown without changing them, click Run Report. For more examples, see Filter and Export Invoice Reports by Date Range.
The bottom row of the table shows the total of Amount for the rows that match your filters, not a payment.
Choose columns and filter rows
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Open Columns on the right of the report.
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Clear the checkbox for a column you want to hide, such as Sales Order Label.
Hidden columns hide immediately in the table. To save your column layout for future visits, click Save Columns above the grid. Save Columns saves your own column layout for this report: which columns show, their order, and their widths. It does not save filters or dates. Drag columns in the Columns panel to reorder them. Click Columns or Filters again to close the panel.
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Open Filters on the right.
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Expand the field you want to filter, such as Customer Name.
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Clear the checkbox for each value you want to leave out. Checked values stay in the report.
Use the search box inside the filter panel to find values quickly in a long list. Select a cleared checkbox to include that value again. Check (Select All) to include all displayed values. Date and Amount filters use the same checkbox lists. Click Filters again to close the panel.
Export the report
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Click Export.
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Choose Export as CSV.
The menu also offers Export as Excel. Both formats use the displayed columns and the rows that match your filters, including rows outside the visible part of the grid.
The file downloads to your computer. Use the Download Center for a long date range or a larger export. Open Reports > Download Center, choose All Payments Report, set its own dates and columns, and click Export. The Download Center prepares the file in the background so you can collect it when it is ready. It does not use this screen's filters, dates, or columns. To send payments and invoices to QuickBooks instead of exporting each month, see Connect YoPrint with QuickBooks Online.