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SyGy
Level 2

Transactions showing up in the Not Specified column

Can anyone help me understand why transactions keep showing up in the Not Specified column? I have one QBO account/file that I use for multiple businesses and entities. I separate them using the class feature. When ever I run a Balance Sheet report and separate the report by Class transactions always show up in the correct account row and Class (or subclass) column. But an entry for the exact same transaction also shows up in the Not Specified column. It happens even if I make sure the Payee, Customer and Class fields are filled out. Could someone help me understand why things show up in the Not Specified row and how I might be able to get it to stop?

Solved
Best answer February 08, 2024

Best Answers
RCV
QuickBooks Team
QuickBooks Team

Transactions showing up in the Not Specified column

Thanks for coming back, SyGy.

There's no difference between split and divide. Both terms convey the same meaning, which is allocating the transaction amount across different locations. In QuickBooks Online (QBO), when you use location tracking, the location is attached to the original transactions like invoices and bills, not the payments themselves. The payments represent the transfer of money to settle the outstanding amount. They don't necessarily specify the breakdown of charges associated with different locations within the invoice or bill they're paying off. Imagine you have an invoice with charges related to a specific location.

When receiving payment for that invoice, we're unable to post it based on where each charge originated. So, the entire payment gets categorized as "Not Specified" even though it's applied to that invoice. Similarly, when paying bills that include expenses from various locations, the entire payment falls under Not Specified in your records.

Also, Class tracking is only tracked for profit-loss accounts while location tracking is used for both Profit-loss and Balance Sheet accounts. The location tracking feature applies to the full transaction while classes will apply to each line item on the transaction or they can apply to the whole transaction.

On the other hand, QuickBooks Online uses information from the headers or details depending on the type of report you run. 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, we can customize both reports to show data for a specific division. However, classes are only linked to details while locations are linked to both headers and details.

See the sample table below:

 

 

 

For additional details on how the Balance Sheet report works in QuickBooks Online, feel free to check this article: Run a balance sheet by classI've also included a couple of detailed resources about how to run basic reports also how to get the most out of your financial reports in QuickBooks Online:

 

 

You can always get back to us if you have other concerns or questions about your transactions posted when running reports in QuickBooks. We'll make sure to respond as soon as we can. Keep safe always!

View solution in original post

15 Comments 15
Shania_C
QuickBooks Team

Transactions showing up in the Not Specified column

I want to make sure this concern is taken care of, @SyGy.

 

The first thing you have to do is to check if the transactions are assigned to a specific class, this might be the reason why it's under not specified. 

 

Double-check the transactions, since QuickBooks will extract data based on the report that pulls up and filters added. If verified that there is no class added, then you have to edit to remove it under not specified. You also need to ensure that you select the correct Report period and Accounting method. 

 

To further check the transactions so you can assign them to a specific class, you'll have to click the amounts to open it. Once opened, assign a class to them.

 

For additional details on how the Balance Sheet report works in QuickBooks Online, feel free to check this article: Run a balance sheet by class. In case you need to fix something in your balance sheets, you can use this article as a guide: Basic troubleshooting for balance sheets

 

 

I've also included a couple of detailed resources about how to run basic reports also how to get the most out of your financial reports in QuickBooks Online:

 

 

You can always get back to us if you have other concerns or questions about your transactions in QuickBooks. We'll make sure to respond as soon as we can. Keep safe always!

SyGy
Level 2

Transactions showing up in the Not Specified column

I do usually run reports the same way the instructions describe in the link you sent. Unfortunately, when I try to open the link for basic troubleshooting it shows as the message can't be found. I have read that not adding a class, payee or customer can cause something to show up in the not specified column. But, I have had multiple transactions where I made sure to include a specific class, payee and customer and the transaction still shows up in the not specified column. I have had multiple transactions where I made sure everything was filled out and it still shows up in the not specified column.

GlinetteC
Moderator

Transactions showing up in the Not Specified column

Thanks for your prompt response, SyGy.

 

I'm here to share further insights into why transactions keep showing under the Non-Specified column and offer an alternative way to fix it. 

 

The reporting behavior is working as designed. The system will automatically display these transactions in the Non-Specified column when pulling up the Balance Sheet report when the Class and Locations features are enabled in QuickBooks Online.

 

As a workaround, Export the report to Excel. Exporting allows you to customize the data in ways that you're unable to do in the report itself, such as sorting specific fields, reordering fields, deleting fields, and so on. For detailed instructions, check out this article: Export your reports to Excel from QuickBooks Online.

 

You can also browse these resources to learn more about managing your reports:

 

 

If you require further assistance managing reports or related matters, reply to this thread. I am here to support you at any time.

SyGy
Level 2

Transactions showing up in the Not Specified column

Can you explain why they still show up even when the appropriate fields are filled out? Is this the way QuickBooks Online is supposed to work? Is there not a way to use classes and locations and pull an accurate Balance Sheet in QuickBooks Online? Maybe I'm misunderstanding but it seems like your saying that if I use classes and locations, I have to pull a report from QuickBooks Online, export it to excel and then manipulate it so that it is correct.

I have figured out that I can create a journal entry where on one line I credit or debit an account and include a class then on a different line I debit or credit the same account but leave off the class it will at least zero out the Not Specified box for that account. Then when I pull a balance sheet, the Not Specified column is "0" rather than blank but that's fine because it's basically the same for what I need and the rest of the accounts are okay.

FateCandylaneT
QuickBooks Team

Transactions showing up in the Not Specified column

I appreciate the follow-up response, SyGy. Allow me to provide additional information to help ensure that Non-Specified columns to your Balance Sheet reports are accurately classified.

 

With the insights shared by my colleague above, the reporting behavior when running Balance Sheet by Class data is working as designed, depending on the details linked to each transaction and not from the headers. However, there are exemptions to this, for example, Accounts Receivable, and Accounts Payable. These accounts aren't sorted by class assigned to them, which is why they are tagged as Not Specified.

 

I'm sharing this reference for more detailed info on this scenario: Run a balance sheet by class or location in QuickBooks Online.

 

In addition to this, exporting the report to an Excel file enables you to modify the data the way you want it to be. You may consider this option as a workaround.

 

You'll also want to change the Class settings to One to each row in transactions to assign one class by line item. This gives you more in-depth reporting by class at the product and service level and will be visible when running the Balance Sheet report. However, you'll need to go back to the existing transactions and assign classes since the effect is not retroactive. To do this:

 

  1. In your QBO account, go to the Gear icon and select Accounts and Settings.
  2. Choose the Advanced tab and click on the Categories section.
  3. Under Assign classes in Track Classes, select One to each row in transactions. Then, click Save and Done.

 

Moreover, I'll include this guide to help you get the most out of your financial data: Customize reports in QuickBooks Online.

 

I'll always be around in this thread if there's anything else you need further assistance with when managing classes in your file. Feel free to let me know in the comments below. Keep safe and have a good one!

SyGy
Level 2

Transactions showing up in the Not Specified column

Thank you for your help. I am understanding things better but still have questions.

I don't remember where I read it but I believe I saw something saying that Locations effect the Balance Sheet differently than Classes do. Could you let me know if this accurate and if it is could you explain what the difference is?

I also saw the item below in the "Run a balance sheet" link you sent:

  • 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.

Could you explain what it means when it says "transactions (Receive Payment, Pay Bills) can't be split into different locations" and when it says "you can divide the transaction based on location?" Is there a difference between split and divide?

Could you also please explain the difference between the Header and Details?

 

RCV
QuickBooks Team
QuickBooks Team

Transactions showing up in the Not Specified column

Thanks for coming back, SyGy.

There's no difference between split and divide. Both terms convey the same meaning, which is allocating the transaction amount across different locations. In QuickBooks Online (QBO), when you use location tracking, the location is attached to the original transactions like invoices and bills, not the payments themselves. The payments represent the transfer of money to settle the outstanding amount. They don't necessarily specify the breakdown of charges associated with different locations within the invoice or bill they're paying off. Imagine you have an invoice with charges related to a specific location.

When receiving payment for that invoice, we're unable to post it based on where each charge originated. So, the entire payment gets categorized as "Not Specified" even though it's applied to that invoice. Similarly, when paying bills that include expenses from various locations, the entire payment falls under Not Specified in your records.

Also, Class tracking is only tracked for profit-loss accounts while location tracking is used for both Profit-loss and Balance Sheet accounts. The location tracking feature applies to the full transaction while classes will apply to each line item on the transaction or they can apply to the whole transaction.

On the other hand, QuickBooks Online uses information from the headers or details depending on the type of report you run. 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, we can customize both reports to show data for a specific division. However, classes are only linked to details while locations are linked to both headers and details.

See the sample table below:

 

 

 

For additional details on how the Balance Sheet report works in QuickBooks Online, feel free to check this article: Run a balance sheet by classI've also included a couple of detailed resources about how to run basic reports also how to get the most out of your financial reports in QuickBooks Online:

 

 

You can always get back to us if you have other concerns or questions about your transactions posted when running reports in QuickBooks. We'll make sure to respond as soon as we can. Keep safe always!

NaMa
Level 2

Transactions showing up in the Not Specified column

Hi Fate and QB community 

Thank you for your explanation. 
I still have an issue with not specified amount at Balance Sheet.

 

All the transactions using credit card and and when the amount show up as not specified (amount at B/S have been categorized as class and it’s under business account class)

1. Why when I run the B/S still showing up as not specified? 
2. Can I run the B/S for business only ? #even though I knew there is amount “not specified” related to business transactions (if I run the B/S with class). please advise.

 

note: I don’t have any invoice created, the business is new (last year) and didn’t separate with personal account.

thank you

jeanbiverly_
QuickBooks Team

Transactions showing up in the Not Specified column

Hey there, @NaMa. I'm here to provide some details about the transactions listed under "Not Specified" in the Balance Sheet report.

 

This reporting behavior is working as designed. The entries under "Not Specified" include amounts for Accounts Receivable, Accounts Payable, and Payroll. This is because their related transactions, such as Receive Payment and Pay Bills, can't be split into different locations.

 

To address this, you can divide them based on location or record them using a journal entry. We recommend getting in touch with your accountant for assistance with this process.

 

It's important to note that you can't filter your balance sheet by class, as headers are not associated with classes. However, you can filter your profit and loss by class since details are linked to classes.

 

While you can display columns by classes in the report, it may not be accurate. The headers, such as Accounts Receivable and Accounts Payable, aren't sorted by the class you assigned them to, resulting in them being categorized under "Not Specified."

 

For more detailed information, visit this article: Run a balance sheet by class or location in QuickBooks Online.

 

In case you want to personalize your reports, check out this article for more guidance: Customize reports in QuickBooks Online.

 

If you have additional concerns regarding reports, feel at ease to post them here in the Community. Our team is always ready to assist you. Take care and have a great day!

NaMa
Level 2

Transactions showing up in the Not Specified column

Hi Jean,

Thank you for your response. All the transactions are paying bills. What journal entries do I need to make? 
Thanks

MichaelaS
QuickBooks Team

Transactions showing up in the Not Specified column

Thanks for getting back. Let me provide the steps to create the journal entry, @NaMa.

 

Since these transaction entries can't be split into different locations, you can utilize journal entries to record and allocate them according to their locations.

 

Here's how:

 

  1. Select + New.
  2. Select Journal entry.
  3. On the first line, select an account from the Account field. Enter the amount in the correct column.
  4. Then, select the other account you're moving money to or from. Depending on if you entered a debit or credit on the first line, enter the same amount in the opposite column.
  5. Check the amounts - you should have the same amount in the Credit column on one line and the Debit column on the other. This means the accounts are in balance.
  6. Enter information in the memo section to know why you made the journal entry.
  7. Select Save and new or Save and close.

 

Please consult your accounting professional to select the appropriate accounts for balancing your debit and credit columns. If you don't have one, you can find a professional through this link: Find an accountant.

 

Additionally, refer to these articles to guide you in matching and categorizing your downloaded transactions.

 

 

Don't hesitate to post here if you have other questions about managing your finances. I'm always here to help. Have a nice day.

brewerygal
Level 1

Transactions showing up in the Not Specified column

Without opening up each transaction separately, I usually do a year-end transfer from one class to the other using a journal entry.  Usually, in my case, everything is under "Restaurant" and I transfer the bar sales to "Tavern" based on my POS numbers to separate them out for DABS.  However, for some reason they have been going into the Unspecified column, instead of Restaurant.  I know how to fix that issue.  But, when I do a jouirnal, it doesn't give me an option to debit the unspecified column.  Please help! Thank you!

GenmarieM
QuickBooks Team

Transactions showing up in the Not Specified column

It's great having you here in the Community, brewerygal. Let me provide some insights about tagging classes when creating a journal entry in QuickBooks Online (QBO).

 

To begin with, when creating a journal entry, it’s essential to remember that only the classes you’ve personally created will be available for selection. This means that the column for unspecified classes will remain hidden.

 

To effectively categorize a class that you can debit when creating a journal entry, take the time to open each transaction individually. Carefully transfer them from the unspecified column into a specific class to provide a greater clarity and organization in your records.

 

If you're unsure, I recommend reaching out to your accountant for a professional advice in handling journal entries in QuickBooks Online. If you don't have an accountant, I can help you find a QuickBooks ProAdvisor .

 

Moreover, I've added this article for a detailed steps and information in creating a journal entry: Create journal entries in QuickBooks Online.

 

Additionally, you can run a report to help you understand your business's financial health, track performance, make informed decisions and comprehensive insights about your overall financial status.

 

Let me know if you have other concerns or questions about creating a journal entry in QBO. The whole Community is always here to help.

P46
Level 1

Transactions showing up in the Not Specified column

I need to re class a large amount of sales invoices that have no class on them how do I do this? They are showing as unspecified on my p&l by class. There is a large amount of invoices so doing each individually would take hours 

MorganB
Content Leader

Transactions showing up in the Not Specified column

Thanks for joining this thread, P46.

 

I'm happy to provide some info about reassigning classes in QuickBooks Online.

 

While there are many options for customization in QBO, there currently isn't a way to assign classes to multiple transactions at once. This would need to be done individually. I recommend submitting feedback for the Product Development Team to review for future updates. This can be done directly through your account by clicking the Gear icon then Feedback. 

 

In the meantime, I'm linking a couple of articles about classes you may find helpful:

 

 

Please feel free to reach back out if you have any other questions. I'll be here to lend a hand.

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