Multiple Class Fields

MALang · ‎May 25, 2021

I'm wondering if there is a way to create multiple class fields or create class fields with specific classifying information.

For Example:

My company has multiple locations. Each location is assigned a Region, a Territory, and finally a location number. ALL of this information is in the "Class" field and looks like this:

California:Northern California:1234.

I would like to create a class field called Region, another one called territory, and finally one that is the location number.

I think that this would make it easier to sort, filter, etc. This would make it easier because nothing is ever posted at the region, or territory level. Its always posted at the location number level. So if I want to, for example; run a report for all locations in California (this is what we call a region), I cannot just just put a filter in the report and select the region "California," because the postings are $0.00. It seems that the way QB works is it does not "Roll-Up" balances from all the location numbers under "California." I have to run a report for ALL and then manually text-to-columns the Region, territory, and location data in excel to filter on what I want.

I hope this made sense. Any help you can provide is greatly appreciated.

Kind Regards,

RenjolynC · ‎May 25, 2021

Good to see you in the Community, MALang.

I'll share a solution that may help you with this situation.

You can add the other details as a sub-class and assign these classes on each item when you create a transaction.

Here's how:

Go to Lists > Class List.
Select the Class drop-down menu and choose New.
Add the class name and check the Subclass of box.
Choose the main class from the drop-down menu and hit OK.

Once done, follow these steps to add the Class column on an invoice:

Click Customers > Create Invoices.
Go to the Formatting tab, and click the Customize Data Layout.
Select the Columns tab.
In the Class section, put a check mark on the Screen or Print box.
Hit OK.

Please see this sample screenshot for a visual guide:

After adding the Class option, you will see the class column where you can select the sub-classes you created. Here's a sample screenshot on what it would look like when you run a Profit and Loss by Class report:

To learn more about the class tracking feature, you can read this article: Set up and use class tracking in QuickBooks Desktop.

Please let me know if there's anything else you need. I'll be around to help you out again. Have a great day!

View solution in original post

RenjolynC · ‎May 25, 2021

Good to see you in the Community, MALang.

I'll share a solution that may help you with this situation.

You can add the other details as a sub-class and assign these classes on each item when you create a transaction.

Here's how:

Go to Lists > Class List.
Select the Class drop-down menu and choose New.
Add the class name and check the Subclass of box.
Choose the main class from the drop-down menu and hit OK.

Once done, follow these steps to add the Class column on an invoice:

Click Customers > Create Invoices.
Go to the Formatting tab, and click the Customize Data Layout.
Select the Columns tab.
In the Class section, put a check mark on the Screen or Print box.
Hit OK.

Please see this sample screenshot for a visual guide:

After adding the Class option, you will see the class column where you can select the sub-classes you created. Here's a sample screenshot on what it would look like when you run a Profit and Loss by Class report:

To learn more about the class tracking feature, you can read this article: Set up and use class tracking in QuickBooks Desktop.

Please let me know if there's anything else you need. I'll be around to help you out again. Have a great day!

GusV · ‎March 22, 2022

Hi @RenjolynC ,

We currently use Quickbooks Premier 2020 Desktop and we have the following classification: Project, Retail, Wholesale. How can we use the Subclass to get a report by region. Please see attach for example

Or can this be done another way?

Carneil_C · ‎March 22, 2022

Thanks for joining the thread, @GusV. I want to ensure that your concern about reports in QuickBooks Desktop gets sorted out.

Beforehand, what specific data you're referring to? Also, would you mind reattaching the photo on this post? This way, I can provide you with the best resolution.

In the meantime, I recommend checking out this article to learn more about reports in QBDT.I appreciate any details you can provide.

I’m looking forward to your reply. Have a great rest of the day.

GusV · ‎March 24, 2022

Rose-A · ‎March 24, 2022

Hey there, GusV.

I appreciate the sample screenshot you've provided. As referenced by my peer above, you can add the classifications and assign them to your transactions.

Here's how you can create a sub-class:

Click Lists at the top menu bar and choose Class List.
Press CTRL + N keys on your keyboard to create a new class.
Enter the Class Name and tick the box for Subclass of option.
Choose the Main Class and hit OK.

You can repeat the steps above in creating these classes for the Southwest and Midwest regions. Once done, assign these classes to your transactions and pull up the Profit & Loss by Class report. See the sample screenshot below:

I recommend customizing the report to get the specific details you need. You can also memorize it to save its current customization settings. It serves as your record and helps you quickly access it for future use.

Should you need additional assistance, please let me know. I'd be more than willing to lend a helping hand. Have a good one.

GusV · ‎March 24, 2022

Thank you!

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