Ordering of Accounts in a Report

Overview

Do you have a certain order you are used to seeing and/or providing your reports to your clients?  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

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 inputted 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

When a user desires to have an alternate presentation order of the CoA this can be accommodated. 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 (i.e.: Income versus COGS, etc.). Remember that if there is a parent account section to always list the parent's 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:

Step 1. We listed "Rebuilt Engine Sales" at the top of the Income section in the template (shown in green).

Step 2. Next, we wanted the entire Engine Service section to appear (shown in blue).

Step 3. Lastly, we didn't care about the remaining order, so we let the %%accounts%% macro control the remaining descending order dynamically (shown in pink).

Step 4. 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. Users can order the CoA by Account Number as well. 

In order to sort by account number, there are a few components that are needed in the template:

Step 1. The %%accounts%% macro must be set the way you want (either "descending" or "ascending" order). Select to edit the report, find the column that contains the %%accounts%% macros, open the Account Chooser , check the "Sort By" option, and choose ascending or descending. The macro itself will update to show a "valueasc" or "valuedes" listing next to the %accounts%% macro. Utilizing these variations of the macro will sort your accounts in ascending or descending order based on the value in the right-most column.

Step 2. Put the account number macro into the right-most column. This way your CoA sorts the 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. 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. 

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