Do you have a certain order you are use to seeing and/or providing your reports to your clients? Then lets discuss the best way to use our sorting feature in reports to get you what you need to be successful. In this section you'll learn how the default sorting of accounts takes place, how you can custom order your accounts, and how you can even order by account number.
Video Tutorial: Ordering of Accounts in a Report
Default Ordering of Accounts
By default, Qvinci will present the Chart of Accounts (CoA) and the Standard Chart of Accounts (SCoA) in alpha-numeric descending order based upon the Account Name field. If account numbers are input into the Account Name field in the accounting file, then they will appear in Qvinci and sort in descending order based upon the numbering. However, most users do not input the number with the name in the accounting file. Rather, they utilize the Account Name and Account Number fields separately. Qvinci does query the Account Number from QuickBooks Desktop and QuickBooks Online files, but note that they will be shown as separate fields.
As mentioned above, the default format for the CoA and SCoA will appear in alpha-numeric descending order. This is because the %%accounts%% macro, or any variation of it, will produce the alpha-numeric order. For example, we see the template on the left will order the CoA on the right in descending order.
Custom Ordering of Accounts by Hard Coding
When a user desires to have an alternate presentation order of the CoA, this can be accommodated by hard coding accounts or sections in the order they should appear. Utilizing the same template, or Save As another version, a user can start to customize the order of the CoA/SCoA in the template. This involves listing out some of the accounts in each account type section in the order that is desired (ie: Income verses COGS, etc). Remember that if there is a parent account section, to always list the parent name, followed by the %%accounts%% macro, followed by the parent total name. Finally, the %%accounts%% macro should always appear at the end of each section as well. Let's consider the below image which shows the template on the left, and the previewed output on the right:
- We listed "Rebuilt Engine Sales" at the top of the Income section in the template (shown in green)
- Next we wanted the entire Engine Service section to appear (shown in blue)
- Lastly, we didn't care about the remaining order, so we let the %%accounts%% macro control the remaining descending order dynamically (shown in pink)
- Finally, in the CoGS section, we didn't care about alternate order, so we just let the macro control descending order.
Ordering of Accounts Based on Account Number
While the Account Number and Account Name fields are not merged in Qvinci, users can still show the account numbers on reports. Going further than that though, users can order the CoA by Account Number as well. Let's explore how to do this.
In order to sort by account number there are a few components that are needed in the template:
- The %%accounts%% macro must be the version that shows "descending" or "ascending" order. To get this macro open the Account Chooser tab and check the "Sort By" option and choose ascending or descending. The macro itself will update to show a "valueasc" or "valuedes" listing. Utilizing these variations of the accounts macro will sort your accounts in ascending or descending order based on the value in the right-most column.
- The second necessary component is to put the account number macro into the right-most column... this way your CoA sorts accounts using the ascending or descending value based upon the account numbers that appear in the right-most column. The account numbers macro can be found from the Column Chooser tab. Instead of "Report Columns", change the drop down to "Account Numbers". Drop the macro to the right of your last date range macro.
Let's take a look at what this version of a template might look like (top) and the rendered preview (bottom).
Bear in mind that users can always set up the template to report by account number in ascending/descending order, but then also HIDE the account number column so that it is not visible on the report itself.