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Community Contributor **

Adding Class to a transaction

Hello,

 

I have quickbooks pro 2019 and have been entering transactions via bank feed. Some of the transactions that I assigned classes to did not save the class--how can I add the class after the transactions have been entered? I've tried "editing" the transactions, but it does not have a way to edit the class of the transaction expense, only for "item"

21 Comments
QuickBooks Team

Re: Adding Class to a transaction

Hey there, Kiki2.


Thanks for reaching out to us here in the Community. Guiding you to the right direction for adding a class on your bank data is my priority.


The batch option to change is currently unavailable in QuickBooks Desktop. When adding or modifying transaction classes, you’ll have to go through by line item and manually edit the information.

 

  1. Go to Lists at the top menu bar, then select Chart of Accounts.
  2. Choose the correct bank account, then double-click on the transaction to see the details.
  3. Choose the Expenses tab.
  4. In the Class column, click on the drop-down and select the correct category.
  5. Click on Save & Close

You'll have to follow the same steps to change the class for each transaction. I'm adding screenshots to visually guide you:

 

expense1.pngexpenses2.pngexpenses3.pngexpenses5.png

 

The information I provided should help you moving forward.


If there’s anything else I can help you with, please let me know by posting a comment. I’m always ready to assist you further.

Community Contributor **

Re: Adding Class to a transaction

Hi,

 

Thanks for your help, but I'm still not able to individually edit the class. Here is the box I get when I double click on a transaction:

 

Capture.JPG

 

If I go to "items" there is a way to change the class but it doesn't apply to the expense I'm trying to edit.

 

K

QuickBooks Team

Re: Adding Class to a transaction

I've tried this on my end and it worked perfectly fine, Kiki2.

 

Based on the screenshot you shared, it seems like the columns on the right are cut off. I'm thinking that this has something to do with the DPI settings. QuickBooks Desktop is designed to work with Windows DPI with a normal setting of 96dpi. If the setting goes higher than 96, then unexpected results like these can happen:

  • Missing buttons
  • Transactions and columns that can't fit the screen
  • Blank Home Page

We can adjust your DPI settings to resolve the display issues in QuickBooks. Please take note that doing this will affect other programs on your PC as well.

 

Here's how:

  1. Close QuickBooks Desktop
  2. Right-click the QuickBooks icon, and then select Properties.
  3. Click Disable display scaling on high DPI settings on the Compatibility tab.
  4. Click Apply, and then OK.
  5. Reopen QuickBooks and check to see if the windows are visible.

You'll also need to change the Desktop View by going to the Preferences section.

 

Like this:

  1. Open your company file.
  2. Click Edit at the top, and then select Preferences.
  3. Select Desktop View on the left panel.
  4. Select My Preferences.
  5. Switch from View from Multiple Windows to One Window.

Lastly, open the transactions to ensure that you have the Class column. If you still don't see it, you can follow solutions 3 and 4 in this article: QuickBooks Desktop display issues.

 

I'll be here if you need more help with your bank feed transactions.

Community Contributor **

Re: Adding Class to a transaction

Thank you, this helped a lot! I am able to add classes to many of my transactions. However, there are a few where I still cannot add:

 

1) Returns -- I don't get a drop-down box for adding a class, just the account

 

2) Split transactions in which the account appears as my credit card, and the "split" column shows the account I originally entered. For this, I am able to add a class but when I click "save and close" the class still does not show up on the transaction list.

QuickBooks Team

Re: Adding Class to a transaction

Hello there, Kiki2.

 

Thanks for keeping us posted. Allow me to join this thread and help you add class to your transactions.

 

If you're able to add class to certain transactions, you should be able to do it to other transactions. It's possible that there is a data damage within your company file. To fix this, let's verify and rebuild your QuickBooks software. This process is use to fix common data issues and unexpected behavior within the file.

 

Before we start, please secure a backup of your company.

To Verify:

  1. Click File at the top menu.
  2. Go to Utilities.
  3. Select Verify.

To Rebuild:

  1. Click File at the top menu.
  2. Go to Utilities.
  3. Select Rebuild.

Here's an article that'll serve as your step by step guide in resolving common data damage on your company file: Verify and Rebuild Data in QuickBooks Desktop.

 

That should do it. Stay in touch if there's anything else you need with adding classes in QuickBooks. It's always a delight to help.

Community Contributor **

Re: Adding Class to a transaction

Hi Charles,

 

I did a verification and a rebuild, and 0 errors were found. I'm still having the same issue with the split transactions--the window for editing the transactions doesn't allow me to change the split and doesn't allow me to add a class to the transaction.

 

Thanks for your help

QuickBooks Team

Re: Adding Class to a transaction

Hello there, Kiki2.

 

I appreciate you for trying out the steps provided above. Let's get this working for you.

 

Since running the Verify and Rebuild Tool didn't work, the last option would be to repair your QuickBooks Desktop. Securing a backup copy of your company file is still needed.

Once done, we can run repair your QuickBooks Desktop. Let me walk you through how:

  1. Click Start and select Control Panel.
  2. Select Programs and Features. If necessary select Uninstall a program.
  3. If you don't see these options, select Programs and choose Program Features.
  4. Select QuickBooks and click Uninstall/Change.
  5. In the QuickBooks Installation window, click on Next and select the Repair radio button.
  6. Click Next and select Repair.
  7. Click Finish and restart your computer if prompted.

You can refer to this article to learn more about repairing QuickBooks: Fix QuickBooks Desktop.

 

If you're still unable to add classes, I recommend you get in touch with our Customer Care Support so they can take a closer look. They have wide variety of tools to use for conducting a deeper investigation about this. 

  1. ​Sign in to your QuickBooks Desktop company.​
  2. Select QuickBooks Help.
  3. Click Contact us.

Let me know how these steps works for you. I'm still here whenever you need help.

Community Contributor **

Re: Adding Class to a transaction

Hello,

 

Before I do that, I noticed something--it looks like the transactions I cannot add classes to are all negative duplicates of transactions. For example, if I entered a transaction for $4.50, it looks like the transaction was duplicated but with the balance of -$4.50 and I also cannot add a class to it, and the accounts are switched.

 

Does this sound like something you've encountered before? Should I manually remove all of the negative charges without classes and the wrong accounts?

QuickBooks Team

Re: Adding Class to a transaction

Hi there, @Kiki2!

 

Let me join in this thread and share additional information about assigning a class to duplicate transactions.

 

First off, let's go back and review your duplicate transactions. With this, you'll be able to review the accounts used and verify why it has negative amounts. Simply open the transaction and go to Transaction Journal.

 

Once the accounts used in your transactions is the same, you have the option to edit the transactions and allocate the correct accounts. However, if they're not, you have the option to delete them. Here's how:

  1. Open the duplicate transaction.
  2. Go to the Main tab.
  3. Click Delete.
  4. Hit OK.
  5. Close the transaction window.

Once every transaction are reviewed, you can follow the steps above if you need to delete them. Or you can start assigning classes to your transactions.

 

Feel free to leave a comment below if you have any other questions. I'll be always around to lend a helping hand.

Community Contributor **

Re: Adding Class to a transaction

Hi There,

 

Thanks for the help, and yes I was thinking of duplicating the transactions. However, do you know why these duplicate transactions are being created? I'd rather not have to delete duplicates for every transaction I enter into quickbooks.

 

Thanks

QuickBooks Team

Re: Adding Class to a transaction

Thanks for the response, @Kiki2!

 

You may have used the same accounts when creating transactions. I'm here to help you identify the accounts and correct them if needed.

 

For example, you may have selected the same bank accounts when creating a check or an expense. If the category type you've selected is the same as the bank account selected on the payment account. This will create a positive and negative entry of transactions in your bank register.

 

Here's a screenshot below to explain this further.

 

 

However, if the category type of the account in the duplicate transactions is an expense or an income. This will create a single entry transaction in your bank register.

 

With this, let's follow the same steps I've shared above by going to the Transactions Journal button. If the duplicate transactions are two separate accounts, you have the option to delete them.

 

As your reference, I've included our detailed guide in handling duplicate transactions.

 

Let me know if you have other follow up questions about duplicate transactions. Or any other questions you may want me to help you. I'll be always around to lend you a helping hand.

Community Contributor **

Re: Adding Class to a transaction

Hi Jonpril,

 

Thanks again for all your help. I tried to delete the negative duplicates, but it ended up deleting the entire transaction. I tried to manually re-enter the transaction and it automatically created the negative duplicate. I have not been entering the same account as the bank account, but the negative duplicate ends up entering the bank account as my account. I've included a screenshot as an example.

 

update: I deleted screenshot as I don't want my information being public

QuickBooks Team

Re: Adding Class to a transaction

Glad to have you back, @Kiki2!

 

Let me share additional information about your duplicate transactions and help you correct them.

 

As what I've replicated here in my end, an expense account should be used when creating payments or purchases transaction. In addition, a bank or credit card account must not be used as an expense account when creating expenses transaction.

 

With this, you have the option to edit and change the detail type of the account used in your duplicate transaction. Here's how:

  1. Go to Lists.
  2. Select Chart of Accounts.
  3. Find and click the account that has a duplicate transaction with a negative amount.
  4. Hit Account.
  5. Choose Edit Account.
  6. From the Account Type drop-down menu, select Expense.
  7. Click Save & Close.

Once done, this will surely correct the duplicate transactions and remove the transaction with a negative amount.

 

For your reference, I've included our detailed guide in editing your accounts.

 

Leave a comment below if you have any follow up questions about this. Or anything else you want me to help with. It'll be always my pleasure to lend you a helping hand.

Community Contributor **

Re: Adding Class to a transaction

Hi Jonpril,

 

These are bank feed transactions that I've imported, so I cannot change the account type. The account type for the account I've assigned to the transactions (communications, shipping expense, etc.) are all already listed as expenses in the chart of accounts.

 

 

QuickBooks Team

Re: Adding Class to a transaction

I've checked both screenshots you've provided, Kiki2.

 

Let's start with the 1st one. I've replicated it and found out that it wasn't a duplicate entry. It was just one transaction. That's the reason why when you tried to delete the negative amount, it deleted the whole transaction. 

 

The report on your first screenshot is detailed. It looks like 2 transactions, but it's only one. Thus said, you can only add one class. I've attached a screenshot similar to yours. 

 

 

On the second screenshot, you're unable to change the account once it's connected to online banking/bank feeds. You'll have to disconnect it, change the account, then reconnect the bank feeds again. 

 

If you have further questions, we're just around. Have a nice day! 

Community Contributor **

Re: Adding Class to a transaction

Hi There,

 

Yes, I realized it was 1 transaction but what I'm wondering is how to make it not separated into two parts (a positive and negative amount with different account classifications). Do you know why this is happening (first screenshot)? Will changing the bank feed accounts to expenses fix it?

QuickBooks Team

Re: Adding Class to a transaction

Hello again, @Kiki2.

 

Thanks for getting back. Allow me to step in and help share additional information about this transaction.

 

This is happening because the account you're using is the same bank account. As mentioned by my colleague @Jonpril_L, this will create a positive and negative entry of transactions in your bank register. Changing this to a different account should fix the problem.

 


Just edit the transaction and under the Category Detail, then select an Expense account form the Chart of Accounts.

 

This should get you back on the right track. If you need some information in the future, you can check out our helpful articles on this site: https://quickbooks.intuit.com/community/Help-articles/ct-p/help-articles-us?label=QuickBooks%20Deskt...

 

Let me know if you have additional questions about the expense transaction. I'm always here to help however I can.

Community Contributor **

Re: Adding Class to a transaction

Hi Lily,

 

What I am saying is that I DID choose an expense account from chart of accounts, and QuickBooks automatically duplicated it and assigned it to the bank account instead--and now I cannot reverse it. What I need help with is figuring out why it is being automatically assigned as a bank or credit card for the account instead of the expense account I originally input, and how to reverse this error

QuickBooks Team

Re: Adding Class to a transaction

Hi there, Kiki2.


The system is trying to replicate on what exactly happened to the actual bank account. This is the reason why it still records the transactions on the bank account in QuickBooks. This is very useful when reconciling the account at the end of the month. 


On the other hand, categorizing the transactions to an expense account will have it post on the expense account as well. This option is available to keep track of your expenses. 


Overall there should always be two entries in QuickBooks. One is for the bank account (for reconciliation purposes) and the other one is for the expense account (for tracking the company expenses). 

 

However, if the transaction is not showing on the expense account, I’d recommend running the verify rebuild utility.


Please visit us again if there’s anything else you need. 

Community Contributor **

Re: Adding Class to a transaction

Hi There,

 

I am entering each transaction into accounts that are currently listed as expense accounts--I tried changing the credit card / bank accounts to expense accounts using the instructions you gave and re-verifying but as expected it did not resolve the issue.

 

It seems that the issue is more with quickbooks trying to get my transaction report to have a final balance of $0.00 even though many of these expenses are credit card charges and therefore do not have a balance of $0 until that credit card bill is paid. Can someone help me with this?

Highlighted
QuickBooks Team

Re: Adding Class to a transaction

Hello there, Kiki2.

 

Thanks for keeping posted. I appreciate you following the steps provided by my colleagues to get this working.

 

Since the doing all the steps did not resolve the problem with adding class to your transactions, I recommend you get in touch with our QuickBooks Customer Care Team. They have tools such as screen-sharing that can pull up and check your account and further investigate. They can also perform more troubleshooting steps that can help resolved this.

 

You can check out this article for the detailed steps on how to reach them: Contact the QuickBooks Desktop Support Team.

 

Please let me know how it goes or if I can be of additional assistance. I'm always here should you have any follow-up questions or concerns.