Question

reports by class

Forum|Forum|6 years ago
June 9, 2020
1 reply
0 views

Hello,

We have three entities operating under one LLC. We use the "class" feature to separate these three entities on our P&L, etc.

We are now selling off one of the entities and the buyer needs a QuickBooks company file, or at least some very lengthy reports that will show a complete history (invoices, payments, etc) for all customers for just the one class we are selling, for the past couple of years.

I don't know how we can extract/export customer transaction data for just that one entity's customers, as there is no "class" field in the customer setup window. Even if there was, I'm not sure if we could generate a separate company file that way..

My second thought was to run a detailed customer transaction or balance detail for the last two years and email it to them for reference when needed, and use the "class" filter to just show those customers whose invoices, credit memos, etc were in that class. The problem is that although the payments the customers have made appear in the report if I do not filter by class, as soon as I do use the class filter, all of the payments disappear, even though all of the payments were applied to invoices that had classes assigned!

Help! How do I get the buyer the info he needs on the customers he will be inheriting without sharing information about our other two entities in the same LLC's company file? Thank you!

QuickBooks Enterprise Suite

A

AileneA

Moderator

Hi there, @JenFleet.

Thank you for reaching out to the Community. Let me share you some insight about class tracking in QuickBooks Desktop. In QuickBooks, you can create classes that you assign to transactions. This lets you track account balances by department, business office or location, separate properties you own, or any other meaningful breakdown of your business.

If you wish to run report that show the invoice, payments and for the specific company, you can pull up the Customer Balance Detail Report. I'll show you how:

Click Reports at the top menu bar.
On the drop-down list, click Customers & Receivables and choose Customer Balance Detail.
Hit Customize Report.
From Filters, search Class.
Drop-down arrow from Class and choose the specific company you want to show in the report.
Press OK.

Once done, the changes will take effect. And you can email it to your buyer either through Excel or PDF.

However, if the payment still disappear once you filter the class, we can perform basic troubleshooting steps to fix the issue.

There are some reasons why this occurs, which may cause damage data, and we can fix this by performing the Verify data and Rebuild utility tools in QuickBooks Desktop. This way, it'll return to its default order and automatically fixes minor company record data issues. Though, you need to back up your data first before performing these steps below to save your company data if file corruption happens.

Let me show you how:

Verify Data:

Press the File menu.
Choose Utilities from the drop-down option.
Select Verify Data.
Tap Ok to continue.

Rebuild Data:

Click the File tab at the top.
Select Utilities from the drop-down option.
Choose Rebuild Data.
Click Ok on Rebuild has completed.

When the verify/rebuilding data finished, we can close and reopen your file to revamp it. Or restart your computer to refresh your QuickBooks data.

Here's a couple resources related to Reports that you may find useful:

That's it. Please let me know how it goes by clicking the Reply button. I'll be here to extend my hands with you. Take care!

J

JenFleetAuthor

Thank you so much for your reply! I actually found a work-around. Instead of filtering by class, which makes the customer's payments disappear from the report, I filtered by customer type. This then shows all invoices, credits, and payments. I can then export this to an Excel file to give to the buyer. Thank you again!

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