Custom Reports

You can save the customizations made to a report as a new custom report in Zoho Books. This way, all the preferences applied to a report will be saved and you can access it instantly.

Note: This feature is available only for certain plans of Zoho Books. Visit the pricing page to check if it’s available in your current plan. This feature is only available in Profit and Loss and Balance Sheet reports.

To create a custom report from an existing report:

Customize Report button

You will be redirected to the General section.

1. General

In the General section, you can customize your report based on the following filters:

Filters Description
Date Range Generate the report for a specific week, month, quarter, or year or set a custom duration of your own.
Report Basis Select the method of accounting to be displayed in your report:

Accrual: Amount generated when the transactions are created.
Cash: Amount generated when the organization actually receives the cash.
Filter Accounts Filter accounts that you’d like to include. This can be:
1. All accounts
2. Accounts with transactions
3. Accounts without zero balance
Compare With Compare the report with previous periods, months, quarters, or years.

To compare your report with the previous years or previous periods, select your preferred date range.

To compare your report with the previous months, select month-wise ranges like Jan 1 to Jan 31 as your custom date range.

To compare your report with the previous quarters, select quarter-wise ranges based on your organization’s fiscal year. For example, if your fiscal year is January to December, select date ranges like Jan 1 - Mar 31, Apr 1 - Jun 30, etc., as your custom date range.
Advanced Filters Filter your report based on projects, reporting tags, and branches.

2. Show/Hide Columns

In this section, you can customize the columns of your report. Here’s how:

Show / Hide Columns

You will be redirected to the Create Custom Report page.

General section

3. Customize Rows and Columns

In the Customize Rows and Columns section, you can customize the rows and columns of your report. There are three types of rows you can add to your report:

Add New Row

Add New Account Group

An account group is a group of related accounts in a report used for reporting and analysis. To add an account group in a report:

Add New Row

The account group will be added as a new row or a new child row to the report.

Add New Text Field

You can add text fields as new rows in your custom reports. Here’s how:

Add Text Field

The text field will be added as a new row or new child row in the report.

Add New Formula Row

A formula row is composed of two or more accounts, account groups or formula rows and mathematical operators. You can create formulas and add them as rows to your custom reports. Here’s how:

Add New Formula Row

The formula row will be added as a new row in the report.

Preview Rows Customize Columns

You can now navigate to the Report Layout section to customize the report further.

4. Report Layout

In the Report Layout section, you can configure the layout and the details displayed in the report when you print or export it.

Choose Details to Display

In the Choose Details to Display section, you can include the information to be displayed in your report when it is printed or exported.

Table Description
Organization Name Enable this option to display your organization’s name on the report.
Report Basis Select the method of accounting to be displayed on your report: cash-based and accrual-based.
Page Number Enable this option to auto-generate the page number in the footer section for your reports.
Generated By Selecting this option will display the name of the admin who is generating the report. If you have chosen to schedule the report to be generated, selecting this option will mention that the report is generated by the ‘system’ (Zoho Books).
Generated Date Enable this option to display the date on which the report was generated.
Generated Time Enable this option to display the time when the report was generated.

Note: The Generated Time will not be enabled if you don’t choose to display the Generated Date.

Choose Details to Display

Report Layout

In the Report Layout section, you can configure the layout of your report using the following fields:

Field Description
Table Density This option affects the size of the rows in the report that is printed or exported. You can select from three options: Classic, Compact, and Super Compact.
Paper Size Based on the medium where this would be printed, you can select either A4 or Letter sizes.
Orientation Select either Portrait or Landscape based on where you’re displaying the report.
Font Family This is the font that will be used to display content on this report. A note will appear under the selected font explaining which language it’s best suited for.
Margins The margins of the reports determine how much distance there is between the report’s content and the edges of the medium on which it’s printed.
Report Layout

5. Report Preferences

In this section, you can configure the name, description, and share permissions of the report.

Report Preferences
Field Description
Only Me Only you will be able to view, export, or schedule the custom report.
Only Selected Users & Roles Only the selected users will be able to view, export, or schedule the custom report.
Everyone Everyone in the organization will be able to view, export, or schedule the custom report.
Configure User Permissions

Note: You can schedule your custom reports that you have saved to be sent to your email address or other users in the organization. In the custom report details page, click Schedule Report. These reports will be sent in different time intervals at a specific time you configure.

All the customisations made will now be saved as a new custom report in the Custom Reports section under Reports.

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