How to get Quick Reports in CheckBook and CheckBook Pro

Getting at a quick report, or summary, for a particular Category, To/From, or Description for a particular date range in CheckBook and CheckBook Pro is a piece of cake. Here’s how to do it for Categories – and you’ll see it works the same way for To/Froms and Descriptions:

To get a quick summary in CheckBook
(This also works in CheckBook Pro – but there’s a reusable alternative with more options further down that may be a better fit.)

1. Click the Entry button at the bottom of the document window.

2. Go to the Search field near the top right of the window, click the magnifying glass symbol at the left side of the field, and click the Custom Date Range item to set the range of dates you’re interested in.


3. Go back to the Search field, click the magnifying glass, and click the Category item.  This will limit your search to the Category field.

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4. Enter the Category you’re interested in into the Search field.  Only the Entries with this Category will be shown.

5. At the bottom right corner of the window, click the label next to the Balance field, which usually reads “Balance”,

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then click the Search Total item. The total of the visible Entries will be displayed in the Balance field.

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When you go to the File menu and click Print…, what you see is what you get – only the Entries for the Category you entered will be printed.  Look for the Total at the bottom of the printout to see a total of these Entries.

To get a quick summary in CheckBook Pro

You can use the method above, but there’s another way using CheckBook Pro’s Smart Folders that’ll take less effort if you need quick summaries often or if you need additional criteria that aren’t in the Search field: set up a Smart Folder. Add all the Conditions you need and reuse as needed. Here’s the setup:

  1. Click the Entry button at the bottom of the document window.

2. Click the Accounts button at the top right corner of the window once or twice to be sure you can see the Accounts list on the side of the window.

3. Click the plus (+) button at the bottom of the Accounts list to reveal a menu, then click the New Smart Folder… item. A sheet will appear asking you to name a new Smart Folder.

4. Name the new Smart Folder something that works for you. You might call it “Quick Summary”.

5. Below the Smart Folder Name field, you’ll see the Smart Folder already has a single Condition, or rule, to find Entries whose “Date is exactly MM/DD/YYYY”. Click the is exactly button, then click the option that best fits the period you want a quick summary for. If you select an option that requires a date range, enter that to the right of is exactly.


6. Click the plus button on the right side of the window, above the OK button, to add a second Condition.


7. The new Condition will be set to find Entries whose “Description contains __________”. Click Description, then click the Category item.


8. Click the OK button.

You just set up your first quick summary Smart Folder – but it gets even better. Smart Folders can have any number of Conditions, so you can drill even further into your Entries. Say you want to see only Debits or Deposits, or just Tax-Deductible Entries, or almost anything else you can think of. Set up Conditions as needed and you’re in business.

Here’s an example showing how to set up a third Condition to limit your quick summary to Debits. After you complete steps 6 and 7 above, where you added a Category Condition:

  1. Click the plus button on the right side of the window, above the OK button, to add a third Condition.
  2. As before, the new Condition will be set to find Entries whose “Description contains __________”. Click Description, then click the Entry item. The Condition will now read “Entry is Resolved“.
  3. Click is Resolved, then click the is a Debit item.

That’s it. You’ll only see Debits when you use this Smart Folder unless you change that third Condition.

Now, when you want a quick summary, you only have to

  1. Click the Entry button at the bottom of the document window.
  2. Click the Accounts button at the top right corner of the window once or twice to be sure you can see the list of Accounts on the side of the window.
  3. Double-click your quick summary Smart Folder.
  4. Change the Date Condition as needed.
  5. Enter the Category you’re interested in.
  6. Click the OK button.

You’ll see the Entries that match and their total will appear next to the Smart Folder in the Accounts list. Go to the File menu and click the Print… menu item if you need a hardcopy. You’re all set!

As always, if you need any help setting up, please get in touch at support@splasm.com and we’ll help you figure out things.

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