Using Class Tracking in your Retail Business:
Classes give you a way to track different segments of your business and to break down your account balances for each segment. Classes can apply to all transactions, so they are not tied to a particular client or job. As you enter transactions, you indicate the appropriate class for each transaction. At any time you can run reports to view the account balances for a given class. If you want to break down your account balances even further, you can create subclasses.
Retail Stores use Classes to:
- Track account balances at each of your store locations:
- Track account balances for each of your product lines or departments:
To Turn on Class Tracking:
Note: Turning on this feature will not in any way affect your current reporting or previous transactions. It will simply add a column to your transactions that will allow you to assign a class. In order to assign a class for each line item on sales transactions, you may need to edit your templates to show this column. If you run payroll in QuickBooks, you’ll also need to set the preference per paycheck or per earnings item under the “Payroll and Employees” company preferences.
General Tips for Using Classes:
To Setup Classes:
You can create classes when you set up your QuickBooks company file or at any time after setup. To create classes, choose ListsàClass List. When the class list window opens, press Ctrl+N to open the new class window, and then enter a name for the class. Now you will be able to enter a class when you are creating invoices, recording bills, making journal entries etc.
Note: Once you setup your classes, you should assign a class to every posting transaction. Each time you enter a sale in QuickBooks or pay a bill, you should enter the class associated with that sale or expense, even if the class is “Other” or “Overhead” as we discussed above. If you need to fit everything into a specific class, you always have the option of splitting out things like overhead expenses and assigning a class per line item.
Class Tracking Reports:
Profit & Loss by Class Report – shows the profit and loss of each aspect of your business that you track by class in QuickBooks.
Profit & Loss Unclassified Report – shows the profit and loss from all transactions that are not classified. You can use this report to identify unclassified transactions in your company file.
Balance Sheet by Class Report – In QuickBooks versions 2011 or later, you can also run a Balance Sheet by Class report. However, this report is an advanced report and you may experience some unexpected results due to unsupported transactions that require a strong background in accounting and QuickBooks to fix. If you really need a Balance Sheet by Class report, contact your accountant for assistance.
Note: The default date range for P&L Reports is always the fiscal-year-to-date. However, you can change the period you want displayed from the Date Entered/Last Modified drop down list or by entering a new date in the From and To date range.
Profit & Loss by Class Report:
The Profit & Loss by Class report shows how much you’re making or losing within each segment of your business, as defined by the QuickBooks classes you have set up. The report includes subtotals for each type of income or expense so you can see where money is coming in and where you are spending it.
To Create a P&L Comparison Report by Class (for a Previous Period/Previous Year)
Note: Depending on the reporting purpose and number of classes, instead of running the Profit and Loss by Class, you may prefer to create a P&L Report, filter it by the class you want to view, and memorize it. Either way, it’s important to run the Profit & Loss Unclassified Report first to make sure all of your transactions are assigned to a class before creating your reports.