HI. I'm looking for additional insight to using classes in Enterprise We are brand new to the upgrade, and want to make sure I don't make a huge mess of our books, when I hear that the Class Tracking can be so powerful. We have several "departments" we track spending on; no income comes specifically TO those departments. An example would be travel. We have (multiple) conventions, (multiple) straining, an executive board, etc. We get a lot of requests from delegates, or family members to attend these events. We'd like to better track travel under each of these departments (or categories) so that we know if we are over our budget. Another example, is that we get a lot of event requests... aside from what we already have going on. How would you recommend tracking these better? Is class tracking recommended? Currently, which gets too messy in my opinion, we have something like (and it goes on and on...) General Travel - Airfare - Lodging... Honor Travel - Airfare - Lodging... Given all of the options that Enterprise can do, what is your recommendation? Thanks in Advance. @Rhonda_L
Hello there, @RhondaL.
You can use the location tracking in QuickBooks Desktop Enterprise to track you transactions by department. I'm here to help guide you on how.
First, you may need to turn on the option under the Preferences.
Once done, you can now set up a new inventory site.
After, you can then create an item under the item list.
When creating a transaction, you can now select the site/department added under the Site column.
You may check these articles for further details about class and location tracking:
Let me know if you have any other questions about class or location tracking, I'll always be here to help you. Have a great day ahead!
Hello there, RhondaL.
You may not use the location tracking when tracking department expenses. You can do that through the Class feature. This feature allows you to either use it for a transaction or per line item.
Here's how you turn that on:
Once you create an expense or sales transaction, you already have these options. Please refer to the screenshots below.
You can check out this article for more information about the class tacking feature.
I'll be around if you need more help. Have a great day!
Thanks for getting back to this thread, @RhondaL.
Allow me to step in and help provide some additional information about the featuring tracking in QuickBooks Desktop.
The other option to track your travel expenses per department, if you use the tracking job costs feature. It will help you track the expenses for a job and compare it to your revenue. Also, job costing tools you can see how much money you spend and make for each job.
To learn more about the tracking job costs feature and the detailed steps on how to set it up, you can check this article: Tracking job costs in QuickBooks Desktop.
Don't hesitate to leave a comment below if you have additional questions. Have a goo day ahead.
Hello there, RhondaL.
Let me join this thread and share some insights about using classes for department type tracking in QuickBooks Desktop.
All the possible information shared by my colleagues above are the only available feature an option specific to your concern. I'd want to take note of your tracking preference and relay this to our product developer to consider this option on our future product enhancements.
For now, I'd encourage you to regularly check out our New Features in QuickBooks Desktop to be updated of the latest enhancements.
For now, you may find these resources to learn more about QuickBooks Desktop features:
Fill me in if you have additional questions or other concerns in QuickBooks. I'd be happy to help.
As you have learned from the other replies - there are many possible ways to segregate expenses. "Class" and "Location" are options - but neither of those is quite appropriate for your request.
Obviously adding more line to the COA is an option too - but again probably not the best one. If you do go this rout be sure to use sub-accounts so the related costs can roll up in reports.
Customer/Job tracking can work very well as a way of creating internal cost centers - provided you never need to mix these with an actual external customer. You simple create dummy customer/job names based on the separation you want.
The other choice not yet discussed is "items". Items can be sub-nested and are a great way of separating transaction details. It really doesn't matter how long the item list is - so you don't have to worry about overloading it (as long as your organized in naming/numbering your items)
My guess is you would start with the 'item profitability' report - then filter to show just the 'items' that are associated to each cost center. Nesting sub-items under 'department name' master items will make this much easier.