Classes and subclasses are additional means to categorize data in QuickBooks Desktop (in addition to account, customer, vendor, etc.). For example,
Classes are very versatile, but you must be careful to select how you filter, sort and total them, as shown in the following scenarios.
If your P&L report shows a lot of amounts under the Unclassified column and you want to assign the correct class to these unclassified transactions, you can:
Option 1: Select each amount to open the transaction then classify it.
Option 2: Run a report showing only all the unclassified transactions.
Note that as you recall a transaction, enter the appropriate classes and save it, the transaction is removed from the Transaction Detail report.
If you have the same subclass under several classes, you may want to see a P&L report showing only the same subclass (Example: Subclasses 1C, 2C, and 3C). The best that QuickBooks can do is:
In QuickBooks for Mac, select the Filters icon to open the Report Filters window. Check or uncheck a filter to add or delete it. Select Apply and close the window to save the changes.
If you run the Unpaid Bills Detail report, add the Class column and opt to 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:
Now the report shows the target data from the open bills and you can sort the report by Class.
In QuickBooks for Mac, select the Filters icon to open the Report Filters window. Check or uncheck a filter to add or delete it. Select Apply, then close the window to save the changes.
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.
In QuickBooks for Mac, select the Filters icon to open the Report Filters window. Check or uncheck a filter to add or delete it. Choose Apply, then close the window to save the changes.
This report cannot be memorized but it can be created very quickly each time you want to use it.