class inactive

paperdodo1 · ‎January 06, 2023

we have many, over 2k, of classes. we use them to collect costs by property. i have been doing some house keeping and changing active classes to inactive. i thought, silly me, that this would stop me from accidentally charging an old completed class (bills, GJE, checks, etc) with any more costs as the property has stopped incurring charges - except by my data entry error. BUT making a class inactive does not prevent me from charging that class. So, what is the purpose of inactivating a class?

Mark_R · ‎January 09, 2023

Thanks for getting back to us and clarifying your concern, @paperdodo1.

I'm here to help make sure you can stop using the inactive class when creating transactions in QuickBooks Desktop (QBDT).

I've tried inactivating a class on my sample company file, and I can no longer see the class when creating a transaction. In your case, it's possible that your company file had a data issue that's why the class still shows after inactivating it.

To get this resolved, let's run the Verify and Rebuild Utility tools. This will help us isolate data issues on your file.

To run the Verify Data utility:

Go to the File menu, then select Utilities.
Click Verify Data.
If there are issues found, you’ll be prompted to Rebuild Now.

Here’s how to run the Rebuild utility:

Go to the File menu, then select Utilities.
Choose Rebuild Data.
Click Ok on Rebuild has completed.

Once done, you shouldn't be able to see the inactive class when creating a transaction.

You may want to run and customize reports by class in QBDT. This article will guide you through the steps: Filter, sort, or total reports by Class.

Come back to this post and let me know how the troubleshooting goes, @paperdodo1. I want to make sure you're taken care of.

View solution in original post

BigRedConsulting · ‎January 06, 2023

It won't appear in a pick list of classes, or on the class list - if you've hidden inactive records.

Charies_M · ‎January 06, 2023

It's a pleasure to help you out, paperdodo1.

A class that has been deactivated will still be accessible in reports. Even so, it will be made clear that it has already been removed. However, you can filter the class list to not show the inactive ones.

Here's how:

Go to the Lists menu, then select Class List.
Click Customized Report.
From the Display column, check the columns you want to include and exclude.
Select OK to add it.

Everything you need to about how class tracking works in QBDT can be found in the following articles:

You can check out this article for more information on how to customize reports in QBDT: Customize company and financial reports.

If you need other helpful articles in the future, you can always visit our site: Help articles for QuickBooks Desktop.

You can always bring your concern if you have anything. I'll be around to help you some more.

BigRedConsulting · ‎January 07, 2023

@Charies_M

RE: A class that has been deactivated will still be accessible in reports. Even so, it will be made clear that it has already been removed.

How is that made clear on reports? I've never seen anything like that in QuickBooks. Also, the class has not been "removed".

RE: Click Customized Report.

There is no "Customized Report" on the class list or anywhere else in QuickBooks. Also, the class list is not a report, so don't know what you're describing. Have you ever used QuickBooks?

RE: From the Display column, check the columns you want to include and exclude.

There is no "Display column" and in any case showing columns does not in any way address the OP's question.

RE: Everything you need to about how class tracking works in QBDT can be found in the following articles:

The OP didn't ask about how class tracking works. These links in no way address the OP's question.

paperdodo1 · ‎January 09, 2023

i must not have made myself clear. So, i am using Quickbooks Enterprise 22 desktop

i am using classes to track property costs. usually these are 'flips' and resold within a year or less. So, I want to take those classes and no longer allow them to be used to make entries (bill, check, GJE, etc). i edited several classes as a test case (lists / class / pick a class, then right click and go to make class inactive and left click. now the class inactive).

BUT, i can still create a bill/check/GJE to that inactive class.

HOW do I stop being able to charge costs to a class???

Mark_R · ‎January 09, 2023

Thanks for getting back to us and clarifying your concern, @paperdodo1.

I'm here to help make sure you can stop using the inactive class when creating transactions in QuickBooks Desktop (QBDT).

I've tried inactivating a class on my sample company file, and I can no longer see the class when creating a transaction. In your case, it's possible that your company file had a data issue that's why the class still shows after inactivating it.

To get this resolved, let's run the Verify and Rebuild Utility tools. This will help us isolate data issues on your file.

To run the Verify Data utility:

Go to the File menu, then select Utilities.
Click Verify Data.
If there are issues found, you’ll be prompted to Rebuild Now.

Here’s how to run the Rebuild utility:

Go to the File menu, then select Utilities.
Choose Rebuild Data.
Click Ok on Rebuild has completed.

Once done, you shouldn't be able to see the inactive class when creating a transaction.

You may want to run and customize reports by class in QBDT. This article will guide you through the steps: Filter, sort, or total reports by Class.

Come back to this post and let me know how the troubleshooting goes, @paperdodo1. I want to make sure you're taken care of.

BigRedConsulting · ‎January 09, 2023

@Mark_R RE: I've tried inactivating a class on my sample company file, and I can no longer see the class when creating a transaction.

That won't stop you from using it. Which is the OP's question.

paperdodo1 · ‎January 13, 2023

worked like a charm. appreciate the help

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