How to Adjust Report Preferences in QuickBooks Desktop
Learn how to locate and adjust QuickBooks Desktop report preferences, covering refresh, graph display, aging, and item or account display options.
June 2025: QuickBooks Desktop users often need to tailor how reports behave, yet many struggle to locate the preference settings that control refresh, graph style, aging calculations, and display options.
Where to Find Report Preferences?
Open the Edit menu and choose Preferences. In the left pane select Reports & Graphs. You will see two tabs: My Preferences and Company Preferences. My Preferences affect only your login, while Company Preferences apply to everyone using the file. Click the tab that matches the scope you need, then make your changes and press OK to save.
What Does the Prompt to Modify Report Options Do?
When the box labeled Prompt me to modify report options before opening a report is checked, QuickBooks opens the Modify Report window each time you create a new report. This is useful if you frequently adjust columns, filters, or formatting and want the window to appear automatically. If you leave the box unchecked, reports open with the last used settings and you must open the Modify Report window manually from the report toolbar.
How Refresh Options Affect Reports
Three radio buttons control how QuickBooks updates report data. Prompt me to refresh lets you decide when to update; a message appears when the report needs refreshing and you click Refresh to load the latest data. Refresh automatically causes QuickBooks to recalculate the report every time you change underlying data, which can slow work in multi‑user mode because each change triggers a refresh. Don’t refresh leaves the report static until you press the Refresh button yourself, giving you uninterrupted work when you do not need constant updates.
Graph Display Preferences
Under the Graphs only preferences section you can choose how QuickBooks draws visual reports. By default graphs appear in colored 3D. Select Draw Graphs in 2D to render flat charts, which redraw faster on older computers. Choose Use pattern to display bars, pie slices and legend entries in black‑and‑white hatch patterns instead of colors, helpful when printing on monochrome printers or when you prefer a simpler look.
Summary Reports Basis
The Summary reports basis setting determines whether QuickBooks shows totals on summary reports using Accrual or Cash accounting. Accrual basis includes income and expenses when they are earned or incurred, regardless of cash movement. Cash basis shows amounts only when money is received or paid. This choice does not affect reports that list individual transactions, 1099 forms, or sales tax liability summaries.
Aging Reports Settings
The Aging reports preference sets the start point for counting overdue days on unpaid invoices or bills. Age from due date begins the count on the date shown on the invoice, statement or bill. Age from transaction date starts the count on the invoice or statement creation date, or on the date you received the bill. Pick the option that matches your company’s policy for measuring past‑due amounts; the setting also drives the accounts receivable and accounts payable graphs.
Item and Account Display Options
Two controls let you decide how names appear in reports. Reports – Show items by lets you choose whether items are listed by name only, by description, or by both name and description. Reports – Show accounts by offers the same three choices for accounts; selecting Name only or Name and Description will display the account number alongside the name if you need that detail in your output.
Additional Tools: Classify and Format
The Statement of Cash Flows report includes a Classify button that lets you reassign accounts to different cash‑flow categories without editing the chart of accounts directly. The Format button, available on most reports, opens a window where you can change fonts, colors, borders and column widths to match your preferred layout. Adjusting these settings does not alter the underlying data, only the visual presentation.
By working through the Edit → Preferences → Reports & Graphs path and adjusting the tabs and options described above, you can shape how QuickBooks Desktop presents and updates your financial information. Experiment with each setting in a sample file to see the effect before applying changes to your live company file. This approach lets you match report behavior to your workflow without needing to consult external guides.