How do I set up departments when I am already using Class

It's great to have you here, @TonyaSB.

I'd be delighted to help walk you through on how you can track your transactions per department in QuickBooks Desktop Enterprise.

You're already on the right track turning on the class tracking feature on your end. Since you have utilized this feature to track something else, you can customize your sales forms and add a box or a column to denote a specific department in your company.

Here's how:

1. Go to the Customers menu.
2. Choose Create Invoices.
3. Click the Formatting tab.
4. Choose Customize Data Layout.
5. If you want to add the Department as part of the Header:
   1. Click the Header tab.
   2. Put a check mark for both Screen and Print under Other.
   3. Type in Department.
   4. Click Ok to save.  
6. If you want to add Department as a Column to specify each line item:
   1. Click Columns tab.
   2. Put a check mark for both Screen and Print under Other.
   3. Enter Department as the Title.
   4. Click Ok.  
7. Create the Invoice.

That should do it! You can do the same process for  your sales receipts and estimates.

On the other hand, you can generate the Transaction Detail by Account and filter it to transactions per specific Department only.

For additional insights,  you may check out this article: Use QuickBooks Desktop custom field.

If you need further assistance with the steps above, I'd suggest contacting our Customer Care Team. An agent will be able to further help you via secured remote access session.

Here's how to contact us:

1. Visit: https://help.quickbooks.intuit.com/en_US/contact.
2. Choose your QuickBooks Product.
3. Select your QuickBooks Version.
4. On the Contact Us page, click a topic.
5. Click on the Get Phone Number button to see the support number.

Let me know how it works on your end. I’m always here to help with tracking your transactions per department in QuickBooks Desktop. 

@TonyaSB

You didn't describe what Class is currently used for, or what Department is going to be used for.

Example:

Someone is using Class, when they could have used Customer Type and/or Job Type, since everything they want relates to Sales and Profit. Class is Financial.

Or,

Class allows for SubClass, so you simply reorganize the concept of Class.

Example:

Class for State, now I need to report sales and financials at the County Level, that could have been Job Type and Subtype, or Customer Type and Subtpye, or Class, and any combination. Class = Department or division, such as State or our various office locations; Types allow me to track Sales to/from various States for purposes of tax nexus.

The class is currently being used to track the income & expense for each well. The software we use to import the information will only sync to Class in QB.  We are also using the customer field for receivables.

We need to split the expenses and record and be able to report on the actual company expenses and the family office expenses.

We can not currently change what we are using class for as it syncs from another software directly in QB. We also use the Customer/Job for our receivables.  When I report on the department I am trying to set up, I need the reports to include whichever class that belongs to that department.

"I need the reports to include whichever class that belongs to that department."

QB allows you to customize reports on Class and even Multiple Classes = subsets and grouping. The other functions I already covered.

Since you use an integrated product, you need to ask them if they can provide this additional reference. For instance, they should be able to handle Subclass, since they support Class.

Hi, how do I do this with check instead of customer invoice?

Hello, Lily23. I appreciate you for joining the thread.

Since the original thread mentioned they're using the Class feature to track income and expenses, you can consider qbteachmt's advice to reorganize your classes to apply to your checks. If this option isn't viable, consider using sub-accounts under your primary expense accounts for your departments. I'm here to help you with the process of accomplishing this in QuickBooks Desktop (QBDT).

First, if you've already turned on class tracking in your QBDT, consider reorganizing your class list to apply to your checks. You can follow these steps:

1. In your QBDT, go to the List menu.
2. Select Class list.
3. Right-click and choose New.
4. Enter a class name.
5. If it's a parent class, hit OK.
6. If it's a subclass, place a checkmark for Subclass of. Then, choose a parent class.

When you write or edit a check in QBDT, choose a Class to track to which expense breakdown belongs. I've attached a screenshot for visual reference. 

Another option is to set up sub-accounts under your primary expense accounts in the Chart of Accounts. In this process, I encourage collaborating with your accountant to ensure your books are accurate. Then, you can follow these steps:

1. Go to the Lists menu. Then, Chart of Accounts.
2. Hover to the bottom left portion and select Account. Then, click on New.
3. Tick the Expense radio button. Then, Continue.
4. Enter the Account Name, and place a checkmark for Subaccount of.
5. Choose the primary expense account you want to track by department.
6. Review other details. Then, hit Save & Close.

Once done, you can enter checks to these sub-accounts and customize financial reports to show sub-account details, ensuring you can see the split between expenses.

To help in running your reports in QBDT, let me add this article as a future reference: Customize reports in QuickBooks Desktop.

We'll be here in the Community if you have further questions about creating checks in QBDT. We're committed to offering ongoing support.