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Fastest way to assign Classes to transactions in a Bank Account Register?

From researching these boards I have discovered that you indeed cannot assign classes in the Downloaded Transactions window. So now I want to know if I can easily assign Classes in the Register Window. Right now all I could figure out is double clicking on the transaction to open the sort of Check window for each transaction and go through each transaction. These are transactions from a credit card but I would also like to do this in the Register for our checking account. We produce events and I would love to assign a class to almost all of our transactions to track expenses per event (I create a new Class for every event). If it's this time consuming to go one by one, I don't see the point for a company doing jobs or events where you have to use Classes to job track to use QB for that purpose. Thanks for any input out there! 

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Best answer 12-10-2018

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Established Community Backer ***

" If it's this time consuming to go one by one, I don't s...

" If it's this time consuming to go one by one, I don't see the point for a company doing jobs or events where you have to use Classes to job track to use QB for that purpose."


A lot of people think the Online Banking is a time-saver. First, that data brings in the Bank's processing date, not your date.

Second, the Online Banking tools are not as robust for details of data entry as the actual program tools.

Third, there is a lot being bypassed if you use Class only for these activities. Job Tracking and use Items gives you a lot more powerful reporting. For instance, Items offer you Qty. If it matters, that is how you can track # of ticket sales, # of meals purchased, etc.


For a NFP, Class would be Program or purposes, and Event would be subclass or Job names. It depends on the organization, of course.

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Established Community Backer ***

" If it's this time consuming to go one by one, I don't s...

" If it's this time consuming to go one by one, I don't see the point for a company doing jobs or events where you have to use Classes to job track to use QB for that purpose."


A lot of people think the Online Banking is a time-saver. First, that data brings in the Bank's processing date, not your date.

Second, the Online Banking tools are not as robust for details of data entry as the actual program tools.

Third, there is a lot being bypassed if you use Class only for these activities. Job Tracking and use Items gives you a lot more powerful reporting. For instance, Items offer you Qty. If it matters, that is how you can track # of ticket sales, # of meals purchased, etc.


For a NFP, Class would be Program or purposes, and Event would be subclass or Job names. It depends on the organization, of course.

Not applicable

info,  I second what qbteachmt says above.    Classes all...

info,  I second what qbteachmt says above.    Classes allow you to view your data in broad strokes, but are not advisable for events...where over time you might have 100's of them.  Customers and Jobs (which can further be filtered by Customer type and Job type) are designed for tracking your events.

For non-profits (NFP), schools, etc., Classes can be used to manage fund accounting.

As qbteachmt says, take a look at the various report options and you'll see some of the benefits of classes vs customers:jobs.  For example, some reports can break out your data with Classes as the columns... and a grand total column on the right... but with customer:job groups and subtotals down the page.  So, just for an illustration supposing that you produce concerts... maybe the Classes would be Hip Hop, Drum and Bass, Classical, and Fundraiser ...  maybe you only use a handful of specific venues... then you might want Classes for each venue, with the customer:job reflecting what happens in the venue.

Anyway... take a look at some of these pages and videos on the QuickBooks for Mac "Little Square" site to see if they give you some good ideas for organizing your data:

<a href="http://www.qblittlesquare.com/2011/06/adding-some-class-use-classes-to-categorize-your-data/" rel="nofollow" target="_blank">http://www.qblittlesquare.com/2011/06/adding-some-class-use-classes-to-categorize-your-data/</a>

<a href="http://www.qblittlesquare.com/getting-paid/customers-and-jobs/" rel="nofollow" target="_blank">http://www.qblittlesquare.com/getting-paid/customers-and-jobs/</a>

<a href="http://www.qblittlesquare.com/2011/05/get-more-insight-with-customer-and-job-types/" rel="nofollow" target="_blank">http://www.qblittlesquare.com/2011/05/get-more-insight-with-customer-and-job-types/</a>
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I agree, Jobs would definitely work better for Events tha...

I agree, Jobs would definitely work better for Events than Classes.
Established Community Backer ***

In the 2015 version of QuickBooks Mac you can enter class...

In the 2015 version of QuickBooks Mac you can enter class info with the downloaded banking data (in the Download Transaction Window).

Established Community Backer ***

in the bank register, click on the transaction then click...

in the bank register, click on the transaction then click the split button and assign the class (works in windows, should work in mac)

typically the work flow is
you enter transactions, at that time you select the class
then you match the download transaction to the transaction you entered

Established Member

Don't do this in the register window.  It will take forev...

Don't do this in the register window.  It will take forever.  The easiest way is to create a report by class that contains the transactions you're interested in.  A column will appear entitled "Unclassified," which presumably contains the all transactions you want to change.

  1. Double click the number within the account you want to change and a sub-report named "Transaction Detail by Account" will open with all, and only, the unclassified transactions you want.
  2. Double click the first transaction in this report and add the class you want in the box that opens (Deposit, Credit card, Check, etc.).  Highlight this class entry with your mouse and hit Ctrl-C to copy it.  Click save.
  3. Go back to the  "Transaction Detail by Account" report and notice the transaction you changed disappeared (since it's now categorized).  Double click the next transaction in this report and the box will open again.  Hit Ctrl-V in the class field in that box to paste the class.  Click Save.
  4. Repeat this last step until the ""Transaction Detail by Account" report is blank.

I regularly have to do this.  Once you get a rhythm going you can categorize 100 transactions in 5 minutes.  It shouldn't have to be this way but it's actually pretty fast.

I'm happy to read that QB 2015 for Mac added this feature to the Download Transaction Window.  Still won't help with splits, but it's a step forward.

Community Contributor **

I've found that the above steps do work, although it is t...

I've found that the above steps do work, although it is tedious!  Here are some keyboard shortcuts that I've found will speed up the process a little:
When you get to step 3 (you're back in the report with the list of transactions), if you press <Enter> the next transaction will open for you (without having to double-click on it). Click in the "Class" field and press <Ctrl-C> as noted above. Then press <Alt-A> to save the edited transaction, then press <Enter> to accept the changes.
Repeat for each remaining transaction.  This only requires you to do ONE mouse click per transaction (to choose the Class field) and you can do the rest of the steps via your keyboard!
Established Community Backer ***

This is a Mac topic. I think they have Command keys, not...

This is a Mac topic. I think they have Command keys, not Ctl or Alt. There is a long list of keyboard shortcuts for QB for PC. You don't need to use the mouse for any of it, really, as long as you use the QB keyboard shortcuts and the Windows keyboard shortcuts. Alt A is a Windows "Alt" shortcut used with that letter, for a command where you see the letter A underlined. Ctl C is Windows Copy. etc.
Established Community Backer ***

On the Mac side, you can turn on more keyboard navigation...

On the Mac side, you can turn on more keyboard navigation using the Apple Keyboard system preference panel.  This can enable you to tab between buttons like you can do on MS Windows.  You can also assign any menu item in any application to a keyboard shortcut.
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I wouldn't expect it to be any more time consuming than r...

I wouldn't expect it to be any more time consuming than recording any other transaction.

Established Member

I have Quickbooks for Mac and cannot find the "Use class tracking box" ?

 
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Re: I have Quickbooks for Mac and cannot find the "Use class tracking box" ?

Hello, @Connolly Contractors Inc.

 

Thanks for joining the thread. Allow me to chime in and help locate the class tracking box in QuickBooks Mac.

 

If you're referring to the class tracking on your forms, you'll need to set this up on the Transactions preferences first.

 

Here's how:

 

  1. Choose QuickBooks then Preferences.
  2. On the Preferences pane, select Transactions.
  3. Make sure to set the Use class tracking.
  4. When you're done, close the Preferences window.

Setting this up will include a Class field for all transactions. 

 

If you need some help articles in the future, please feel free to check our site: Help articles for QuickBooks Mac.

 

Let me know if you have other questions about managing classes in QuickBooks Mac. I'll be here to help however I can. Have a good one.

Frequent Contributor *

Re: Fastest way to assign Classes to transactions in a Bank Account Register?

Since you're working in Desktop, why not use Jobs for each new event? Its an easy way to track, you can assign billable items there and pull P&L's my Job to see profitability and all the details for each event.  Best regards,

Community Contributor *

Re: " If it's this time consuming to go one by one, I don't s...

I struggle with getting classes appropriately assigned as well  I own 13 rental properties, each of which are assigned a class.  Each is an individual income unit, and the repairs, utilities, etc. are crucial in reviewing each bottom line.  I'd appreciate knowing the step by step process to most efficiently attaching the class to each transaction (bookkeeping is not my field of expertise).  If it is slow and cumbersome, so be it.  But it is critical to my business.  Thanks!

Frequent Contributor *

Re: I have Quickbooks for Mac and cannot find the "Use class tracking box" ?

You may need to turn on Class Tracking and/or locations/and or Jobs/Projects. You'd find those settings in your Account and/or Company settings depending on which version you are using. Best of success with that.

 

M. Hunnewell

BizPro Financial

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