How do I create and memorize reports in QuickBooks Point of Sale?

Learn how to create a customized report in QuickBooks Point of Sale software and then save the report so it's easily accessible.

Reports are one of the various functions of QuickBooks Point of Sale (POS) that make it one of the best point of sale systems available. Many QuickBooks users view reports, but few take advantage of all of the system's features. For instance, the QuickBooks POS Report Center offers numerous pre-built reports that can help users keep their businesses profitable; it also allows users to customize reports.

In this tutorial, I explain how to create a customized report in QuickBooks POS and then save the report so it's easily accessible.

Create and memorize in the Report Center

You'll find the button for the QuickBooks POS 9.0 Report Center centrally located in the POS Navigator (Figure A). (If you're using an older version of QuickBooks POS, you'll find the Report Center menu entry in the Reports menu.) Figure A

In the Report Center, you'll see two tabs: Overview and All Reports. Let's go to the All Reports tab and begin the process.

From the All Reports tab (Figure B), we'll run a report on Items and then customize that report. Figure B

From this location, you can run reports from several categories. Follow these steps to create a basic report:

  1. Click the tab associated with the category of report you want to run.
  2. Scroll down the list of reports until you find the report you want to run.
  3. Click the link associated with the report you want to run.
Let's say I want to run a report on my Items List. When that is complete, I will see a detailed listing of the items I have in stock (Figure C). Figure C

You can open a specific item by holding the mouse over that item until you see the "z" cursor and double clicking the item.

To modify this report, click the Modify button next to the I Want To.. dropdown (Figure D). A new window will open asking if you want to:
  • Add/Remove Columns
  • Filter Data
  • Change Report Appearance
  • Set Report Access Level
Figure D

Next to the Modify button is where you can do some serious filtering for your searching and reporting.

Now let's filter the data. Say you sell items and services, and you want to create a report that only includes items. Click the Filter Data button and a new window will appear. From that new window, you should click the Item Type entry and then, from the resulting new window (Figure E), select Inventory and click OK. Figure E

Make sure you select all the details you want included in your report.

Now when you run the report, you'll see only the data that you wanted to include (Figure F). Figure F

To export the report as an Excel spreadsheet, simply click the Excel button in the lower right corner of the menu.

To memorize this report click, the Close button in the lower right corner of the menu. When you close the report, you will be asked if you want to Memorize the report for future use; you should select Yes. Then, you'll be prompted to enter a name for the report. The next step is to select a Type of report; if you haven't created any report types and need to, click the Manage My Reports button (Figure G) and add a new type of report. If you don't need multiple report types, just save this report in the default My Reports section. Figure G

Your report is now memorized. You'll find your memorized report in the Memorized Reports section in the All Reports tab in the Report Center (Figure H). Figure H

Final thoughts

QuickBooks POS offers numerous outstanding pre-crafted reports that could be useful to businesses of any size. By customizing your reports to fit your company's needs, you'll spend less time running reports, thus making your business run more efficiently.

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By Jack Wallen

Jack Wallen is an award-winning writer for TechRepublic, The New Stack, and Linux New Media. He's covered a variety of topics for over twenty years and is an avid promoter of open source. For more news about Jack Wallen, visit his website jackwallen....