How to Combine Reports From Multiple QuickBooks Company Files?

multiple QuickBooks Company files

An efficient reporting process would include producing dozens of weekly reports. A process slower than this is inefficient. To streamline the process, QuickBooks enables you to group multiple reports and get them printed in a single step. This blog will help you combine financial reports from numerous QuickBooks Desktop company files. There are several ways to do so, by using the inbuilt feature of QuickBooks Desktop Enterprise, via Third Party Applications or manually using an Excel sheet.

Consider the below points before you combine reports:

  • Make Chart of Accounts identical in several company files. This makes the reports much easier to read.
  • Accounts combine if they contain the same name, type and are at the same hierarchical level in each report.
  • Accounts that will not combine are-
    1. Accounts at different levels. e.g., An account is not connected with a sub-account.
    2. Has Spelling differences.
    3. Different account numbers are there.
    4. Two accounts – one has an account number, and the other does not.
  • Accounts are recorded by type. For each type, accounts are listed or recorded in the order that is there in the first selected company file. Subsequent accounts from the other company files are attached in the order they appear.
  • You might be asked to log in to your files and use the multi-user mode to enable the combination routine.

You can use this feature for QuickBooks Desktop, third-party app or manually in Excel. 

In case you need different report combinations, or you want to use this feature for QuickBooks Desktop Pro or Premier, you can only do it by following Option 2 & 3. The third option is suitable for QuickBooks Mac desktop (US only) edition.

Option 1: Using the “Built-in” feature of QuickBooks Desktop Enterprise.

In QuickBooks Enterprise by using the “Built-In” feature, you can combine reports from multiple company files. The reports generated are:

  • Balance Sheet Standard report
  • Balance Sheet Summary report
  • Profit & Loss Standard report
  • Profit & Loss by Class report
  • Statement of Cash Flows report
  • Trial Balance report

Also Read: What are the Benefits of Using QuickBooks Cloud Hosting Facility?  

How to combine reports:

  • Go to the Reports menu
  • Click Combine Reports from Multiple Companies
  • Click Add Files locate the other company file
  • Select Open. (Repeat for additional files.)
  • Go to Select reports for combining section
  • Click the reports you need to combine
  • Finish the From and To date range fields
  • Choose a reported basis.
  • Choose Combine Reports in Excel. A Microsoft Excel spreadsheet will open with the combined information.

Option 2: Using Third-Party software’s

Use a Third-party software for QuickBooks Desktop. Many of these programs can produce combined reports from numerous company data files. You can look for available options at the Intuit Marketplace.

Option 3: Using Microsoft Excel

  • Open first data file.
  • Create the report for this file
  • Export report to an Excel worksheet
  • Save the workbook.
  • Close the first data file
  • Open the other data file that is to be combined
  • Create the same report in the second data file
  • Export this report to a new excel worksheet in the same workbook
  • Save this
  • Open Microsoft Excel and Open Workbook
  • Manually combine the two reports to a third worksheet.
  • Now save the workbook.

I am sure it will be much easier to understand how can you combine reports from multiple company files. The ways are pretty simple and easy to execute for all three options explained above. To save time, you can also speak to QB expert at QuickBooks Technical Support Phone Number 1-855-857-0824.

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