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QuickBooks Portable File – Statement Writer

QuickBooks Portable File – Statement Writer

We look at restoring QuickBooks Desktop Statement Writer information in QuickBooks, after restoring a portable file. We observe, to start, the recovery process is applicable to situations where your data will have to be moved to another workstation. We explain why, here.

What is QuickBooks Desktop Statement Writer? 

  1. Your QuickBooks Company File holding the data
  2. Report Designer to tailor reports to your liking
  3. Microsoft Excel to show you the results from this combination; and the ability to adjust the worksheet.

How to Create a Basic Statement With Statement Writer

  1. Click on “Design New”
  2. Select the “Selected Period” under “Report Date”
  3. Select your “From” and “To” dates.
  4. Click on any item in “Statement and Document Templates”
  5. Click on the arrow pointing to the right, between the left and right sections
  6. Provide a name for your statement report, in “Report Name”
  7. Click “Next”

Working With Columns in QuickBooks Statement Writer Report Designer

Working With Rows in QuickBooks Statement Writer Report Designer

Working With Headers/Footers in QuickBooks Statement Writer Report Designer

Finalizing Your Statement Report in QuickBooks Statement Writer Report Designer

Creating Your Statement Report in QuickBooks Statement Writer Report Designer

Be Watchful for Potential Errors from QuickBooks Statement Writer Report Designer

Your Finalized Statement Report from QuickBooks Desktop Statement Writer

You can see the multitude of worksheets containing reporting data. The title bar of the window, and the Document section on its right, also indicate still being in Statement Writer – which speaks to level of QuickBooks Desktop integration with Microsoft Office applications, like Excel. The document section gives you a host of options to adjust the reporting data currently shown.

How to Customize QuickBooks Desktop Statement Writer After Your Report’s Created

From the Report Menu in Report Designer, “Report Data Preferences”
From the Report Menu in Report Designer, “Refresh From QuickBooks”
From the Edit Menu
  • Insert statements: gives the opportunity to add extra reports you possibly forgot to include initially, or reports you realized you needed during or after the fact.
  • Add/Modify Documents: gives the opportunity to give extra templates to your report.
  • Designer: takes you back to the wizard where you designed a new statement report, from scratch.
  • Edit Header/Footer: You can still change the appearance or content of the header and footer – respectively.
  • Format Statement Date: change the appearance of the date on the report you create.
  • Show All Accounts/Separate Accounts/Combine Accounts: you can select accounts in your Chart of Accounts to show on the report.
  • Insert Rows/Columns: You can add other columns and rows to the report. It appears to be a fixed list of what can be inserted.
  • Delete: rows, columns, or current statement – which is the active worksheet.
From the Tools Menu

With “Global Preferences,” you can do the following:

  • Change the Default Save Locations
  • Run Diagnostics to make sure your workstation, QuickBooks Desktop and QuickBooks Statement Writer will work well together.
  • Enter your business information in your documents made
  • Change the Styles or appearance of your Statement Reports
  • View the QuickBooks Statement Writer resources – like the Community
  • Visit the QuickBooks Statement Writer Support Center
  • Download additional Statement and Document Templates
  • Keep up-to-date on Statement Writer News.

You can infer, at this point, the investment to create these reports can be potentially vast – especially when you want to customize or personalize your reports. If you ever have to make the tough decision to restore a back up or portable file onto another workstation, you’ll see – shortly – how to archive or bring back your statement you spent time creating.

How Do I Back Up or Restore My Statements Made in QuickBooks Statement Writer?

  1. Locate your statements folder
  2. Copying and pasting it to a chosen archiving folder you want to back up your templates and reports – preferably on a removable or external storage device.
  3. The next time you open QuickBooks Statement Writer Report Designer, you would just click or choose “Open Report.” From there, click on a recently accessed file (if any show), or click “Browse to Open.”

You Can Choose Where to Save Your Report and Templates, via “Save As”

Although the file location isn’t as requisite for QuickBooks Statement Writer, unlike a Company File , the default locations aptly categorizes reporting templates and data – according to the company file using it. But, if you decided to, you can still save the folders however or wherever you want. What needs to be kept in mind is collection of files making up the statement report itself.

Your Backup File Can Also Be Your Access Location

A Warning May Show Each Time You Open Your QuickBooks Desktop Statement File via Report Designer

As We Set to Wrap Up Creating and Restoring a QuickBooks Portable File

We will explore the last item you consider when you decide to create or restore a QuickBooks Desktop Portable File: the Transaction Log File or .TLG file. We look into what it is; where it’s used; how important it is in file restoration; and what is needing to be known – when attempting to bring this back upon restoring a portable file onto another workstation. As we approach the New Year, we don’t want this to be something you have to undergo as you take on year-end tasks. If you have additional questions about QuickBooks Statement Writer or its Report Designer – like how to create a basic statement, contact us! 

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