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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:

Go to Reports and select the report you want to customize.
Click Customize Report.

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.

After configuring the above filters, click Next to go to the Show/Hide Columns section.

2. Show/Hide Columns

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

Go to the Show/Hide Columns section.
In the Available Columns section, hover your cursor over the column you want to add and click the + icon next to it.
In the Selected Columns section, you can view the existing columns of your report.
Once you customize the columns, click Save as Custom Report to customize the report further.

You will be redirected to the Create Custom Report page.

In the General section of the Create Custom Report page, verify the previously selected customizations and click Next.

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 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:

In the Create Custom Report page, go to the Customize Rows and Columns section.
Hover your cursor over a row and click the + icon to add another row below it.
Select Account Group in the New Row section to add it as a new row OR
Select Account Group in the New Child Row section to add it as a child row to the existing one.
In the next page, enter the Group Name and configure Preferences.
In the Account Criteria section, select the accounts you want to add to the account group.
Once you have configured the account group, click 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:

In the Create Custom Report page, go to the Customize Rows and Columns section.
Hover your cursor over a row and click the + icon to add another row below it.
Select Text Field in the New Row section to add it as a new row OR
Select Text Field in the New Child Row section to add it as a child row to the existing row.
On the next page, enter the text and click Save.

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:

In the Create Custom Report page, go to the Customize Rows and Columns section.
Hover your cursor over a row and click the + icon to add another row below it.
Select Formula Row in the New Row section to add it as a new row.
In the next page, enter the Formula Row Name.
Create a formula using the accounts or formulas in the Select accounts or formulas dropdown and the operators next to the dropdown.
Once you create a formula, click Check Syntax to check the validity of the formula.
Click Add New Row to save the formula.

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

Next, click Preview Rows to view all the rows of the report.

To edit the customizations made in the Show / Hide Columns section earlier, click Customize Columns.
In the pop-up, verify the columns and click Execute.

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.

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.

After configuring the layout and the details to be displayed, click Next to go to the Report Preferences section.

5. Report Preferences

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

Go to the Report Preferences section and enter the Report Name.
Enter a name for the report in the Name in Export field, which will be used while exporting it.

In the Configure Permissions section, configure who can view, export, or schedule the custom report. You can find different share options such as:

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.

If you select the Only Selected Users & Roles option, configure the access permissions for each user.
Click Save Custom Report.

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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