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Filter, Sort or Total reports by Class

Classes and subclasses are an additional dimension by which you can categorize data in QuickBooks (in addition to account, customer, vendor, etc.). For example:

  • A property management company can set up each property as a class and each apartment as a subclass.
  • A company with multiple businesses can set up each business unit (BU) as a class.
  • You can track lead sources by class (as in our sample companies).
  • You can track types of expenditures (direct labor, indirect labor, overhead, taxes, etc.).
  • If you sell through representatives or locations you could set up reps or locations as classes.
     

Classes are very versatile, but you must be careful to select how you filter, sort and total them, as shown in the cases below.

A report showing only unclassified transactions

Your P&L report shows a lot of amounts in the Unclassified, which defeats the purpose of using Classes. You could QuickZoom (double click) on each amount in the column to see some of the unclassified transactions; however, a better way is to QuickZoom (double click) on the Net Income amount at the bottom of the column. This opens a Transaction Detail by Account report showing all of unclassified transactions, but only unclassified transactions. Memorize this report if you cannot classify all of the transactions at one sitting.

As you recall a transaction, enter the appropriate classes and save it, the transaction will fall off the detail report.

P&L report showing subclasses only

If you have the same subclass under several classes, you might want to see a P&L report showing only the same subclass, e.g., subclasses 1C, 2C and 3C. The best that QuickBooks can do is:

  1. Run the P&L by Class report.
  2. Click Modify Report / Customize Report and select the Filters Tab.
  3. In the Filter drop-down, select Class and then select Multiple Classes. (For Mac users, check the Class box and then choose Selected classes from the class drop down) 
  4. Click only the Subclasses that you want in the report, e.g., 1C, 2C and 3C.
  5. Click OK. The report will include the Total column for Class 1 and Class 2 and Class 3.
  6. Export the report to Microsoft Excel or similar program.
  7. Delete the Class Total columns.
  8. Recreate the TOTAL column.
     

NOTE: In QuickBooks for Mac, click the Filters Icon on the Icon Bar to open the Report Filters window. Check or uncheck a filter to add or delete it. Click Apply and close the window to save the changes.

The Unpaid Bills Detail report sorted by Class

If you run the Unpaid Bills Detail report from the menu, and add the Class column and Sort by Class, you will not see Account = All Accounts Payable which limits the report to source information from the open bills. The class is assigned to the targets and target information is not included in the report.

You can obtain the report you need by changing the filters:

  1. Delete the account filter
  2. Delete the name filter
  3. Leave the Paid Status filter.
  4. Add the Transaction Type filter and set it to show Bills.
  5. Add the Detail Level filter and set it to All except summary.
  6. Click OK.

Now the report shows the target data from the open bills and you can sort the report by Class.

NOTE: In QuickBooks for Mac, click the Filters Icon on the Icon Bar to open the Report Filters window. Check or uncheck a filter to add or delete it. Click Apply and close the window to save the changes.

The A/R Aging Detail report filtered by Class shows incorrect balance

The report shows only invoices for which a class has been selected at the top of the invoice and the report is filtering for the A/R account. When you select a class at the top of the invoice, it associates that class with the A/R account. If an invoice has multiple classes, they would have to be selected in the Class column of the invoice and be associated with the target accounts. Since this report is not filtering for those other accounts, it will not put the invoice under the correct classes in the report.

Also, partial payments for invoices showing under a particular class will not reflect properly on this report. This is because the payments are unclassified, while the invoice you are paying may be classified. Because of this, only Unclassified balances will be correct on this report after receiving partial payments. Invoices with classes on this report must be paid in full to be correct.

  1. Customize the report (for Mac, click the Options icon) and add the column Open Balance.  
  2. Remove or disregard the Balance column

NOTE: In QuickBooks for Mac, click the Filters Icon on the Icon Bar to open the Report Filters window. Check or uncheck a filter to add or delete it. Click Apply and close the window to save the changes.

 

Create Open Accounts Receivable by Class
  1. From the Reports menu, select Custom Reports then click Transaction Detail.
  2. Click the Total By drop-down arrow and select Class.
  3. Click the Filters tab and select these filters:
    1. Account = All Accounts Receivable.
    2. Name = All customer/jobs.
    3. Paid Status = Open.
  4. Click the Header/Footer tab and change the report title as appropriate.
  5. Click OK to run the report, which now shows open accounts receivable transactions, totaled by class.
  6. Click the Memorize button to save this report for future use.

Note: This report cannot be memorized but it can be created very quickly each time you want to use it.

Create credit card by class
  1. Run a Balance Sheet by Class report.
  2. Under the Class that you are running the report for: Zoom into your Credit Card account by double clicking the Amount.
  3. If you want to rename the report prior to printing,
    1. Click Customize Report next click the Header/Footer tab.
    2. Click into the box to the right of Report Title.
    3. Change the name of the report to a more descriptive name.
    4. Click OK.

Note: This report cannot be memorized but, it can be created very quickly each time you want to use it.

 
KB ID# HOW20170
12/5/2016 10:42:47 AM
QYPPRDQBKSWS07 9138 Pro 2017 46fb42