Incorrect or missing data on reports

Legacy KB ID: 784

Question

Why is there missing or incorrect data on some reports, such as profit and loss, balance sheet, and transaction by account?

Answer

Missing or incorrect data could be caused by many things. First, check the following:


  • Check the report dates. In the report Dates drop-down list, choose All from the top of the list. Look for the missing data.
  • Check the filters to make sure they have not been changed to something that would hide the accounts in question. For example, filtering the report for specific accounts leaves out all other accounts. To do this, click Modify Report, and then click the Filters tab. If you wish to remove all filters, you can do so by clicking each line in the Current Choices list and pressing Del on your keyboard. Click OK, and view the report.
  • Check your report display options.  Click Modify Report again, and then click the Display tab and the Advanced button. If you see a Display Rows section, select the All option. (If this section is not available, skip to the next bullet below.) Click OK twice and view the report.  All appropriate accounts will show regardless of account activity or balance. If the accounts are still not showing, list damage is a possibility. (See below.) If the accounts are showing, but the amounts are zero, check the filters again.
  • Check the actual transactions that should be showing on the report to determine whether they are affecting the correct accounts or items.

If the above did not solve your issue, there may be list damage.

Types of damage you might find:

  • An account of one type showing as a subaccount of another type of account. For example, a bank account showing indented under an other current asset account or an income account showing indented under an expense account.
  • An account with no name.
  • A rebuilt account named [#] Rebuilt.
  • An account that used to be a subaccount but is now a parent account (not indented).  

If there appears to be list damage, try the following:

  1. From the QuickBooks Lists menu, choose Chart of Accounts. Click the Account button at the bottom of the window, and choose Show All Accounts if it is available. (If it is unavailable, skip to Step 2.) View the report to check whether this fixed the issue. 
  2. Click Account again, and choose Re-sort List. Click OK. View the report to check whether this fixed the issue.  
  3. If you see an account of one type showing as a subaccount of another type, edit the subaccount. To do this, follow these steps:

    1. In the Chart of Accounts window, select the errant subaccount.
    2. Click the Account button and choose Edit.
    3. Clear the Subaccount of checkbox, and click OK. Check whether this resolved the issue.
    4. If this didn't resolve the issue, in the Chart of Accounts list, click the diamond to the left of the errant account and drag it to the left. View the report to check whether this fixed the issue.  

  4. If the above steps did not resolve the issue, quit QuickBooks and restart QuickBooks. Repeat Steps 1 through 3 above.
  5. Look for a rebuilt account, which is a damaged account and appears on the list as [#] Rebuilt, in the chart of accounts. To fix a rebuilt account, follow these steps:


    1. Select the rebuilt account. Click the Report button, and choose QuickReport.
    2. View the transactions in the QuickReport to determine what account this should be.
    3. Close the QuickReport. With this account still chosen in the chart of accounts, click Account and choose Edit.
    4. Rename the account to its original name and choose the correct account type from the Type drop-down list. Click OK to save your changes. If you are unable to edit the damaged account, call Quicken Technical Support.

    Note: If any of the damaged accounts are accounts such as accounts receivable, accounts payable, undeposited funds, or sales tax, you either need to restore a backup from before the issue occurred, or you need to call Quicken Technical Support.

Once the chart of accounts is in order, run the report again to verify it is showing correctly. If the report still does not show correct information, call Quicken Technical Support for further instructions.

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