Not Specified Locations

Hello there, blanca garcia.

I can share information about the non-specified line that appears when you run your report.

You'll see a Not Specified in the reports when a transaction doesn't have a customer assigned. To fix this, you can edit each transaction and make sure that there is a customer assigned to them.

Here's how:

1. Click the Amount column to open the transaction.
2. Assign a customer to the bank deposit or transaction.

For your reference, please check this guide here: Transactions Under Not Specified Category. This provides more information about the difference between classes and locations and how they affect the transactions on the report.

You can also review this resource: Run Reports. Here you can find the steps on how you can manage your reports.

I'll be right here to back you up if you need anything else. Have a great day!

A customer is assigned. The issue is that when pulling a report the customer name and invoice will appear but not the payment. When I dig deeper it's the PAYMENT that's showing as Unspecified Location/Not Specified. How can a payment not be assigned a location or class when it was paid to an invoice with an assigned class/location/customer? I would be more than happy to jump on a screen share with someone at QB to better understand what our issue is but only if the person has a comprehensive and authoritative knowledge in QB. 

Let's see what we can do on your reports to get the data you need, @blanca garcia.

When pulling up the Transaction Detail by Account report, the narration you entered will appear under the expense and income accounts. These are the accounts associated with the items used on the invoices.

Meanwhile, the Customer Balance Detail report will not show the payment column. This is because the data pulled up in the report is based on each sales transaction and not per line item.

You can pull up the Sales by Product/Service Detail report as an alternative. This will surely display the narration you've entered on the invoices. You just need to make sure you have set the correct Report period and Accounting method.

You might find these articles helpful when managing your reports:

• Run reports in QuickBooks Online

• Customize reports in QuickBooks Online

• Export your reports to Excel from QuickBooks Online

Let us know if you need additional assistance in pulling up data on your reports.

I appreciate the effort but I think we are going around my questions. The payments do not reflect on this report either. 

1) How can a payment not be assigned a location or class when it was paid to an invoice with an assigned class/location/customer?

2) What is causing this to happen?

Hi , blanca garcia.

You would just have to make sure that you assign a class in a certain transaction so it won’t show under the Not Specified section. The reason why because it's already assigned to an invoice. 

Here’s the process:

1. Just click on the amount associated with the Not specified until you'll be able to open the transaction list.
2. Click again the amount associated with the transaction for you to open and review the details. 

You can look into these articles that will help manage your classes and customize reports:

• Get started with class tracking in QuickBooks Online
• Using Classes and Locations in QuickBooks Online
• Customize reports in QuickBooks Online

It's my pleasure to help you get back on your working track anytime. Cheering you a great weekend!

Hi Tirzah, thank you for this information. Please see my responses below.

You would just have to make sure that you assign a class in a certain transaction so it won’t show under the Not Specified section. 

Transaction as in payment? You cannot assign a class to a payment. If so, please walk me step by step on how to do this. 

The reason why because it's already assigned to an invoice.

This makes no sense. If the payment is being applied to an invoice that is assigned a class/location and customer then why is the payment unspecified?

Here’s the process:

1. Just click on the amount associated with the Not specified until you'll be able to open the transaction list.
2. Click again the amount associated with the transaction for you to open and review the details

These steps are vague and even when I tried to follow them, it does not allow you to assign a class/location to the payment.

I have some information to share with you, @blanca garcia.

In QuickBooks Online, assigning class and location to the payment isn’t possible. This is because it’s already assigned on the invoice. The Receive payment feature has no options for class and location. Thus, it shows as Not Specified on the reports.

Please know that QuickBooks reports depend on the available information in the system.

We have resources and videos found on our Support page. It’ll help you understand our product features, functions, and benefits of QuickBooks.

If you need further assistance with reports, please let us know. We’re always here to help.

In QuickBooks Online, assigning class and location to the payment isn’t possible. This is because it’s already assigned on the invoice. The Receive payment feature has no options for class and location.  Correct

Thus, it shows as Not Specified on the reports. This is not true for all payments. Customer A made 2 separate payments for invoice # 1234. Both applied to invoice # 1234. Payment 1 is showing on P&L, Transaction List by Customer etc. when pulled by class/location. Payment 2 only comes across when reports are pulled by Not/Unspecified. Why and where is the disconnect happening?

I appreciate your prompt reply, Blanca.

The transactions under the Not Specified section are entries that aren't assigned to the filter you've chosen in the report. 

Let say you've chosen Location, the amounts under Not Specified are those entries that don't have location assignments. The same goes if you've chosen Class.

The payment feature has no options for class and location as they are automatically assigned to the invoice. Moreover, to get a better overview of this, I recommend contacting our Support team. They have the tools to check your account and investigate this odd behavior. 

Let me guide you how to reach out to them.

1. Go to the (?) Help icon in your QuickBooks Online (QBO) account.
2. Select the Search tab.
3. Click Contact Us.
4. Enter a brief discussion of your concern and click Continue.
5. Choose either Chat with us (if you preferred messaging) or Give us a call.

You can also see this article for more details and ensure to review their Support hours to know their availability: QuickBooks Online Support.

I'm also adding this link that you can read to learn some best practices in managing your reports: Run reports in QuickBooks Online.

I'll be around if you have other follow-up questions running your reports and invoices. You're always welcome in the Community space. Keep safe and have a great weekend!

I appreciate the knowledge of this being 'odd behavior'. I've contacted support team many of times and no one knows what the issue is or how to fix it hence why I am trying the community.  

Sad isn't it!

I have the exact same problem here. Have you found solution for yours?

Thanks in advance.

Hello there, Dennis Home. 

I'm joining this thread to help you get a report without showing the Not Specified. 

The report will generate data depending on how the class is being tracked. The same goes for location.

When we apply class for the entire transaction, we'll have to use the transaction with class reports like Transaction Detail by Account Report group by Class. Here's a sample screenshot on how we track the class/location for the entire transaction.

On the other hand, if you have assigned class per item, we'll need to generate a detailed report. Otherwise, we'll get the Not Specified since your transactions will split based on the class assigned per item. Here's a sample screenshot on how we track class per item:

Also, it's important to use the correct assigning classes to reflect the data according to your needs. To do it, we can go to the settings. Here's how:

1. Go to the Gear icon.
2. In the Advanced tab, choose Categories.
3. Then, select either One to entire transactions or One to each row in transaction.
4. Click Save. Then, Done.
   

Once done, review your existing transactions to reflect the class accurately. You can do it from the report you pulled up. Here's how:

1. For example, you have the Sales by Class Detail Report. 
2. Go to the Not Specified section. 
3. Then, click the transaction or amount. 
4. Double-check the transaction. Make sure to assign them to the appropriate class.
5. Click Save to reflect the changes.

I've gathered a few articles for additional tips and details about reports and class:

• Learn how to get the most out of your financial reports.
• Use classes to track income, expenses, or profitability by business segment.

Please let me know if you have further concerns about the QuickBooks report and assigning classes in the program. Take care and have a good one. 

Not sure if this question was ever resolved but I had the same issue. I resolved it by ensuring that in the bank deposit window where it says "show payments for this division" that the drop down is assigned to the location that you want for it show up under.  Its very strange because it gives you the impression that the drop down filters your transactions but it actually fixes the issue.  I've included two screenshots below.  The first shows what causes it to show up unspecified, the second shows that when assigned to a division, it then resolves it, at least for me.

I believe this is an easy fix (except for credit card payments). For bill payments, go into each payment - click off the checkboxes for each bill / payment /deposit and then simply click it back on and save. I believe this causes the missed locations to "flow through" the payment. I just wish I could find how to do it with credit card payments.

Thanks for jumping in, Bob. It's great that you are actively managing your payments in QuickBooks Online (QBO). I would love to help clarify how you can assign locations for your credit card payments.

In QBO, the ability to assign a location or class to a credit card payment depends on how you record the payment. If you recorded the credit card payment as a check, you can assign a location to that payment. Before assigning a location, make sure Location Tracking is Enabled.

Here's how:

1. Go to the Gear icon and select Account and Settings.
2. Choose Advanced.
3. In the Categories section, select the Edit icon.
4. Turn on the Track locations switch.
5. Select Save, then Done.

Once done, proceed to assign a location to a check. Follow the steps below:

1. Select + New from the left-hand menu.
2. Under the Vendors section, choose Check.
3. Enter Payment Details.
4. In the Category Details section, enter the expense account associated with the credit card payment.
5. In the Location field, select the appropriate location from the dropdown menu.
6. Hit Save and Close.

However, if you use the Pay Down Credit Card feature or the Pay Bill option, you won't be able to assign a location or class. These methods are designed for simplicity and only allow you to assign locations to individual credit card expenses you enter directly, not to the payments themselves.

Additionally, I'll share these articles you can use to customize and manage your financial reports in QBO.

• Run reports in QuickBooks Online

• Customize reports in QuickBooks Online

This thread is always open if you have other matters to discuss. If you need assistance processing payments in QBO, click the Reply button to return to this conversation. I want to ensure that all of your concerns are taken care of.

Thank you, this worked for me!

It's like you need to refresh the connection with the bill so it pulls in all the info.