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JABu
Level 2

Filter Vendor Expense Report by Customer/State?

Hello

 

I am trying to create a summary report that shows me the total amount paid to each vendor for only a certain selection of customers. I've tried filtering by customer both a 1099 report and an Expenses By Vendor report, but it doesn't work correctly. I assume because both vendors and customers are "Names"?

 

My ultimate goal is to see how much I have paid to each vendor, separated by the state of the customer. However there's no place to assign a state to a customer, so I've been trying to just manually select the customers which are in VA (for example). I've also tried adding a 'Virginia' Customer Type and filtering by that, but it also does not work, it just makes blank reports.

 

Again, to be clear: I want a report with Vendors as rows and Customer State as columns, OR a report with Vendors as rows and just a Total column and then I've filtered by my own custom selection of customers. Is this possible?

 

Sorry if this doesn't make sense, I'm not really familiar with QB or the terminology yet.

Solved
Best answer June 03, 2019

Best Answers
HoneyLynn_G
QuickBooks Team

Filter Vendor Expense Report by Customer/State?

I'm glad you reached out to us today, JABu.

 

Enabling the Class feature lets your track transactions by location or any other meaningful breakdown of your business. You can utilize the Class Tracking functionality to organize your customer/state.

  1. At the top menu, choose Edit and click Preferences.
  2. In the Accounting tab, select the Company Preferences tab.
  3. Under Class, mark to select Use class tracking for transactions.
  4. Click OK to save changes.
    1.PNG

Then, go to the List menu and choose Class Lists to set up and add classes(states) in QuickBooks.

 

Once done, you already have the designated Class field when creating transactions. Use that field when assigning customer/state on the vendor transactions.

 

Lastly, let's run and customize the Custom Transaction Detail report. This allows you to add the class column:

  1. On the top menu, click Reports.
  2. Choose Custom Reports and select Transaction Detail.
  3. Go to the Filter tab and choose Transaction Type.
  4. Select Multiple Transaction Types and select the transaction.
  5. Click OK.
    1.PNG
  6. Choose Class and All Class.
  7. Click OK.
    2.PNG
  8. Customize the date.
    3.PNG

That's it. Let me know the results or if you have other report questions. I'm just a post away.

View solution in original post

15 Comments
HoneyLynn_G
QuickBooks Team

Filter Vendor Expense Report by Customer/State?

I'm glad you reached out to us today, JABu.

 

Enabling the Class feature lets your track transactions by location or any other meaningful breakdown of your business. You can utilize the Class Tracking functionality to organize your customer/state.

  1. At the top menu, choose Edit and click Preferences.
  2. In the Accounting tab, select the Company Preferences tab.
  3. Under Class, mark to select Use class tracking for transactions.
  4. Click OK to save changes.
    1.PNG

Then, go to the List menu and choose Class Lists to set up and add classes(states) in QuickBooks.

 

Once done, you already have the designated Class field when creating transactions. Use that field when assigning customer/state on the vendor transactions.

 

Lastly, let's run and customize the Custom Transaction Detail report. This allows you to add the class column:

  1. On the top menu, click Reports.
  2. Choose Custom Reports and select Transaction Detail.
  3. Go to the Filter tab and choose Transaction Type.
  4. Select Multiple Transaction Types and select the transaction.
  5. Click OK.
    1.PNG
  6. Choose Class and All Class.
  7. Click OK.
    2.PNG
  8. Customize the date.
    3.PNG

That's it. Let me know the results or if you have other report questions. I'm just a post away.

View solution in original post

JABu
Level 2

Filter Vendor Expense Report by Customer/State?

Hi HoneyLynn Thanks, I can start doing that from now on. But doesn't this solution mean I have to go back through ALL the previous transactions and add the class? Is there any way to do that in bulk? Also, every transaction for a given customer will always have the same class (state). Is there any way to have this automatically set or pre-filled so I don't have to enter it manually for every single future transaction?
Joyce_P
QuickBooks Team

Filter Vendor Expense Report by Customer/State?

Hello there, JABu.

 

Adding a Class to previous transactions in bulk isn't available. You'll need to manually add it to each of the transactions. 

 

Regarding your second question, the class field will be automatically filled in if you've assigned a class to the specific customer or vendor. This way, you don't have to manually enter it for each transaction moving forward.

 

Here are the steps: 

  1. Go to Customers and choose Customer Center or Vendors and choose Vendor Center.
  2. Select a customer or vendor.
  3. Click the Additional Info menu.
  4. Enter a class in the CLASS field.
  5. Click OK.

I'd be right here anytime in case you have further questions. Have a good one!

JABu
Level 2

Filter Vendor Expense Report by Customer/State?

Hi Joyce That's good to know for the future, but applying this to past transactions doesn't seem feasible. That's gotta be 2000+ transactions just in the past year, let alone going back further. Is there ANY way I can generate this report for historical transactions without using classes?
HoneyLynn_G
QuickBooks Team

Filter Vendor Expense Report by Customer/State?

Hello again, @JABu.

 

The reporting feature in QuickBooks is dependent on the information entered on the fields. A report is a set of instructions that the program uses to display data from your company file.

 

I understand that going through your transactions will consume too much of your time.

 

Another suggestion is to export the report to Excel. From there, you can create instructions/rules that will detect and assign a class to old transactions. If you need further help, you can also reach out to their Customer Care Team.
1.PNG

For future reference, I'm adding the Customize reports in QuickBooks Desktop article.

 

That should do it, @JABu. Let me know how it goes or if there's anything else I can help about reports. I'm just a comment away. Take care always!

JABu
Level 2

Filter Vendor Expense Report by Customer/State?

I ended up applying your advice and exporting to Excel to get the info I needed. I generated a Job Costs by Job and Vendor Summary Report, filtered by only our Subcontractor Expense accounts and by only our Virginia Jobs. I then exported this to Excel so I could easily add up all the instances of each subcontractor with the Subtotal tool. Thanks for the help, Honey Lynn and Joyce.
Charies_M
Moderator

Filter Vendor Expense Report by Customer/State?

Hello there, JABu.

 

It's great to hear that you're finally able to run your preferred report in QuickBooks Desktop. I appreciate you for sharing the steps you've taken to get this done. This will benefit other users who may want to achieve the same thing.

 

In behalf of my colleagues, I'd like to provide these great resources that you can use for future reference:

Know that you're always welcome to come an visit us again if you have other concerns. I'd be more than happy to help.

 

 

JABu
Level 2

Filter Vendor Expense Report by Customer/State?

Hi Joyce

 

I know it's been a bit, but I'm finally trying to get our Class system set up correctly to have them pre-filled when I assign a Customer to a transaction. However, the Additional Info section under a Customer doesn't let me pick a Class. When I go to Preferences > Accounting > Company > Class, it doesn't have the option to "Assign classes to...". The only listed option is "Prompt to assign classes". This is in QB Desktop Contractor 2020.

MirriamM
Moderator

Filter Vendor Expense Report by Customer/State?

Hello again, JABu.

 

A data integrity issue could be the reason why you're missing the Assign classes option. In this case, let's run the  Verify Rebuild Data tool that helps identify and repairs data issues within your company file. Here's what you'll need to do:

  1. Click the File menu at the top.
  2. Go to Utilities, then choose Verify Data.
  3. If QuickBooks detected no problems, there's no further action needed. If you receive a message, "Your data has lost integrity", the file is damaged. Just continue to Rebuild Data to correct the problem.
  4. When you Rebuild Data, you'll receive a message to back up your company file, just click OK. The utility starts as soon as the back up is finished.
  5. Click OK when you get the message "Rebuild has completed".
  6. Run Verify Data again to check for remaining data damage.

For more details about the Verify/Rebuild process, check this article: Verify and Rebuild Data in QuickBooks Desktop.

 

Once done, try to set up class tracking again, and check to see if everything is working now. 

 

You'll also want to visit this link for more troubleshooting steps: Fix data damage on your QuickBooks Desktop company file.

 

Please let me know how things go on your end. I want to ensure this gets resolve for you. Take care.

JABu
Level 2

Filter Vendor Expense Report by Customer/State?

There were no data integrity issues detected, so nothing has changed and the issue persists.

MirriamM
Moderator

Filter Vendor Expense Report by Customer/State?

Hello again, @JABu. Thanks for keeping us updated. 

 

If you're using QuickBooks Desktop Pro or Premier version, the Assign classes to option is unavailable. It is only available on the Enterprise version.

 

To have this feature, you may wish to consider upgrading your QuickBooks Desktop version. See this link for more information: Upgrade to newer versions of QuickBooks Desktop Pro Plus, Premier Plus, or Enterprise.

 

To learn more about how the Class tracking feature works, take a look at this article: Set up and use class tracking in QuickBooks Desktop.

 

If you have additional questions, let me know by adding a comment below. I'm always here to help. Have a good one!

JABu
Level 2

Filter Vendor Expense Report by Customer/State?

So does that mean there's no way for me to quickly/automatically assign a Class to every transaction involving a given Customer then?

JABu
Level 2

Filter Vendor Expense Report by Customer/State?

So does that mean there is no way for me to quickly/automatically assign a Class to every transaction for a given Customer then?

DivinaMercy_N
QuickBooks Team

Filter Vendor Expense Report by Customer/State?

Thanks for getting back here, @JABu.

 

As per my colleague, MirriamM discussed above, the option Assign classes to is only available for the QuickBooks Desktop Enterprise version. Since you're using QB Desktop Contractor 2020, you can only see the Prompt to assign classes option under the Class field. That being said, setting up a default class for a customer is unavailable. 

 

However, you can manually select the correct class for your customer's transactions. Just simply click the Class dropdown arrow. Here's how:

  1. Click the Customers tab.
  2. Choose a transaction you'll need to create. Example: Create Invoices.
  3. Select the customer on the Customer:Job field.
  4. Click the Class drop-down arrow and select the appropriate class. 3. class.PNG
  5. Input the needed details and click Save & close when done. 

 

For your reference, please see this article: Set up and use class tracking in QuickBooks Desktop

 

In case you'll need to run a report that will show classes, check out this link for the detailed steps: Filter, sort, or total reports by Class. 

 

Don't hesitate to post again here if you need further assistance in adding classes to your customer's transactions. I'm always here to help. Keep safe. 

JABu
Level 2

Filter Vendor Expense Report by Customer/State?

So the answer is no, then. I knew all that already. If there's no way to pre-fill Class then it's not worth the effort of manually setting it for every single transaction as I enter it. I guess I'll stick to the whole rigmarole of manually filtering reports and exporting to Excel for the infrequent times I need to filter data like this.

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