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In all desktop editions of QuickBooks, start by displaying the General Ledger report on screen, adjust the date range as desired, click the Expand button (to reveal the report's transaction details), and then from the report menu, select Excel, Create New Worksheet, Export. (For the sake of simplicity, this video example includes only debit transactions of a general ledger's expense accounts.) STEP 1: EXPORT GENERAL LEDGER TO EXCEL To aid your understanding of the scrubbing and pivoting processes described in this article, I have created a demonstration video that is available at the bottom of this page.

For some very large companies, the general ledger can be so big that it has too many rows for Excel to pivot (see the sidebar, 'Special Instructions for Companies With Large General Ledgers,' at bottom of page), but the steps described in this article will work in the vast majority of situations.

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This article explains how to pivot a general ledger using QuickBooks as the example accounting system, but these procedures can produce similar results when applied to general ledgers produced by virtually any accounting system. As mentioned, most CPAs don't pivot their general ledgers because they are not organized in a pivot- ready format. Of all the Excel tools, the PivotTable provides the most effective way to analyze your company's general ledger data because it enables you to slice, dice, drill, group, analyze, compare, chart, and mine those data across multiple accounts, departments, locations, months, or years to ferret out meaningful trends and observations. Click heredownload an Excel file with the sample data I used herein. This article explains the process step by step. The process of extracting golden information from your general ledger involves the following basic steps: (1) Export the general ledger to Excel (2) repeat account numbers and descriptions for each row (3) delete unnecessary rows and columns (4) pivot the data in an Excel PivotTable (5) sort and filter the results (6) add additional data fields to the PivotTable to enhance your reports and (7) chart your results.

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This enhanced format helps to unleash Excel's full set of data analysis tools to ferret out those telling trends, useful tidbits, and meaningful observations. The trick involves using Excel's Go To Special, Blanks tool to repeat account numbers and descriptions on each row to make your data pivot- ready. Fortunately, with a little trickery, a clever CPA can transform a blandly formatted general ledger into a data nugget- enriched PivotTable goldmine. The problem is that, by default, most general ledger reports aren't correctly formatted for instant analysis in Excel. The solution for wringing out valuable insights is to analyze the general ledger using Microsoft Excel's PivotTable, filtering, and charting capabilities. The detailed transactions recorded within the typical general ledger represent a treasure- trove of information and potential insights about the company's operations, but the traditional general ledger report's mundane format doesn't immediately serve up those insights.

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The general ledger is a vast historical data archive of your company's financial activities, including revenue, expenses, adjustments, account balances, and often much more.