Can I replace the use of class to categorise Bank Deposits without using SalesReceipts?

Hello there, Jsc983. Could you please verify which specific field you are trying to categorize in the Deposit side of the bank feed? Any additional information you can provide can help us resolve your concern effectively.

However, if you are referring to the customer field, you can select your sub-customer there instead of selecting the class. Please ensure that you select the Received/Deposit area. Please see the sample screenshot for reference:

You can return to this thread for any follow-up questions.

Hi 

Thanks for getting back to me.

I had thought of using the Sub-Customer functionality to track courses but it is also important to me to track who paid the money, so I am using the "From/To" field for the Payer. 

On the Bank Deposit form there is a "Customer/Project" field at line-level in addition to the "Received From" field, but that field doesn't seem to be available on the Bank Transaction > Categorise form. 

I had thought of inputting using the Bank Deposit form directly and then Bank Transaction > Match. However, that is double work and I can't always get the payer name except from the Bank Feed, so I wouldn't have it until I match. I've written to the supplier of our booking system to ask if the Payer name could be included on booking notifications along with the Attendee name but it is still a far from ideal solution, double handling every transaction.

Is there anyway of accessing the  "Customer/Project" field from the Bank Transaction > Categorise form?

Thanks

James

Hi there, jsc983. The Classes or Sub-Customers field is not accessible when categorizing bank deposits directly from the bank feed. The Categorize screen in Bank Transactions does not allow for line-level allocation of Customers or Projects, which is necessary for tracking courses.

In the meantime, you can click on the deposits in the transactions that were posted after you categorize them. This way, you can manually assign your customer or project.

Please see the screenshot below for visual reference.

Please let us know if you need any further assistance.

Hi,

Thanks for your advice. I tried your suggestion but QB isn't saving the information? 

I created a sub-customer with an Opening Balance As of date set to before the date of the test transaction

I then posted the transaction using the Payer name

Then, went back to the posted Bank Deposit and added the Sub-Customer to the Customer/Project field.

There is no error and everything appears OK but when I go back to the Bank Deposit it hasn't saved the change.

Help?

Thanks

Hi there, Jsc983. Appreciate the efforts you’ve made so far. In QuickBooks Online, the Customer/Project column and the Received From column are synchronized to ensure data consistency. Because of this, changes made directly to the Customer/Project column may not save.

If you edit the Customer/Project column directly, the change may revert. Please use the following steps instead:

1. Open the Bank Deposit transaction you wish to edit.
2. Navigate to the Received From column on the left side of the row.
3. Select the desired customer or sub-customer from that dropdown menu.
4. Click Save and close to commit the changes.

Refresh your browser page to verify that the update persisted.

By updating the Received From field, QuickBooks automatically synchronizes the Customer/Project column, ensuring your records remain accurate and up-to-date.

Please try this and let us know if you require any additional assistance.

Hi,

Thank you for getting back to me. So you're saying, Quickbooks Online always changes the customer/project in the background to match the Received From field on Bank Deposits? 

Going back to my original problem. I need a way to record the Payer (Received From) ; what they were paying e.g. a booking fee, Course Fee or a shop purchase, etc; and for management information, which of a changing list of around 75 courses that sale relates to. i.e. I want to record all of:- Joe Smith paid £100 booking fee for course number 2601. 

I had been using Class to hold the extra dimension of information but that is limited to 40 (and the price difference from Plus to Advanced is a lot). I had hoped to hold the extra dimension by using Sub-Customer or Project, but you are saying that isn't possible. 

How would you recommend I save this extra dimension of data? Ideally a solution that allows me to generate reports with all dimensions. And a dropdown list (like class or Project would offer) to minimise typos.

Thanks for your advice.

James

Yes, James. QuickBooks Online automatically changes the customer/project in the background to match the "Received From" field on Bank Deposits. They are locked together by design.

To start:

1. Go to the Gear icon, then click Products and Services.
2. Hit New, then choose Service. Name it "Course 2601" and, under the Income account, select your liability account.
3. Save it. Do this for each of your 75 courses.

Next, make sure Class tracking is on:

1. Go to the Gear icon, then Account and Settings, click the Advanced tab.
2. Turn on Track classes and save.
3. Create 3 classes: Booking Fee, Course Fee, and Shop Purchase.

Now, when money comes in from the bank feed:

1. Open your Banking tab and locate the transaction in the For Review section.
2. Instead of categorizing it, click on it and choose Exclude. This action will remove the item from the review queue while still retaining it in QuickBooks.
3. Next, create the deposit manually.
4. Click the Plus icon at the top and select Bank Deposit.
5. Pick the bank account the money went into.
6. In the "Add funds to this deposit" section, put Joe Smith in Received From, your liability account in Account, pick "Course 2601" from the Product/Service dropdown, and select "Booking Fee" from the Class dropdown.
7. Enter the amount.

Finally, match it back:

1. Save the deposit, then go back to your Banking tab.
2. Switch to the Categorized tab at the top. Find the deposit you just created; it'll show as "Added".
3. Click Find Match, and QuickBooks will display the previously excluded transaction. Click on "Match" to link them together.

That's it. Now, when you run reports like Sales by Product/Service or Transaction Detail by Customer, you'll see Joe Smith, the booking fee, and Course 2601 all tracked separately with no typos and no class limit issues.

If you have questions, let us know in the comments. We're always here to help.