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Intuit
4 helpful votes

Run a balance sheet by class or location

Find out how to filter a balance sheet by class or location in QuickBooks Online.

Before you run your balance sheet report by class or location, it's good to know which part of the transaction QuickBooks gets the data from. This will help you determine the accuracy of your report. We'll explain to you how.

Header and detail

Every transaction is separated into 2: the header and the detail. For example:

 Transaction Type  Header Detail
 Cheque  Bank account Expense item (or any other item you choose)
 Invoice  Accounts receivable Income (or any account) linked to the product/service

Depending on the type of report you run, QuickBooks uses info from the headers or details. For example, the balance sheet uses data from headers, while profit and loss uses data from the details.

If you assign classes and locations to your transactions, you can customize your balance sheet and profit and loss to show data for a specific division. But remember:

  • Classes are only linked to details.
  • Locations are linked to both headers and details.

Filter by class

You can’t filter your balance sheet by class since headers aren’t linked to classes. However, you can filter your profit and loss by class since details are linked to classes.

But I can display columns by classes for my balance sheet.

You can, but it wouldn’t be accurate. The headers (example: Accounts Receivable, Accounts Payable) aren’t sorted by the class you assigned them to—they’re under “Not Specified”.

Filter by location

Unlike filtering by class, you can filter both your balance sheet and profit and loss by location because when you save a location on a transaction, it's linked to both the header and detail.

To filter a balance sheet by location:

  1. Go to the Report menu.
  2. Find and open Balance Sheet.
  3. From the Display columns by ▼ drop-down, select Locations.
  4. Select Run report.
 Transactions under "Not Specified"
  • Your Accounts Receivable, Accounts Payable, or Payroll transactions might have amounts under “Not Specified” because their related transactions (Receive Payment, Pay Bills) can’t be split into different locations.
  • If the related transactions need to be split into different locations, you can divide the transaction based on location or use a journal entry to record them.Note: We recommend contacting your accountant to help you out with splitting transactions.

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