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C
Chris - GSPS
January 2, 2024
Question

Assign Class to Accounts Receivable?

  • January 2, 2024
  • 1 reply
  • 0 views

Our company utilizes Classes for the different departments within our business. Next year, we will want to begin tracking Accounts Receivable by Class. I am aware that we can assign Classes to the Revenue side of the transaction, but is there a way to assign Classes to the A/R side of the transaction? If not, any work arounds that could be suitable? Thanks!

1 reply

R
rvrfrf
January 2, 2024

Welcome to the Community, Chris - GSPS.

 

If you're using an Advanced subscription, you can create up to 12 active custom fields for each type of sales form.

 

Here's how:
 

  1. Use your Gear icon, then go to Custom fields.
  2. Click Add custom field or Add field.
  3. Enter a title for your field in its Name field.
  4. Choose which type of data in the Data type ▼ drop-down list will go in your custom field. You can pick Text and number, Number only, Date, or Dropdown list. If you decide on Dropdown list, enter the items in your list.
  5. Specify a category the custom field belongs to. You can choose Customer, Transaction, Vendor, or Project. Transaction fields can be assigned to sales forms, like invoices, estimates, sales receipts, etc.
  6. Pick which forms you want your custom field to appear on.
  7. If you want customers or vendors to see the field on their form, turn on your Print on form option. A maximum of 3 custom fields can have their Print on form option turned on for any single form type, such as sales receipts or invoices.
  8. Select Save.

 

If you're not using an Advanced subscription yet and would like to upgrade, you can do so any time.

 

I've also included a detailed resource about working with custom fields which may come in handy moving forward: Manage custom fields

 

Please feel welcome to send a reply if there's any additional questions. Have a great Tuesday!

C
Chris - GSPSAuthor
January 2, 2024

Hi @rvrfrf - Thank you for your response! Can these fields impact the Accounts Receivable (balance sheet) side of the transaction though? Because we will need to be able to run separate balance sheets for two separate Classes (departments). That's really what's driving this question.

 

The Revenue side of Invoices is very customizable with Classes, accounts, and custom fields, but I am wondering if we can assign Classes to the Accounts Receivable side of the transaction. 

S
SheandL
January 2, 2024

Thanks for the clarification, @Chris - GSPS. Let me share some information regarding your concern.

 

Currently, assigning classes and custom field to the Accounts Receivable side in the balance sheet report isn't possible in QuickBooks Online. You can't filter your balance sheet by class since headers aren't linked to classes. 

 

Although the column for your classes will appear on the balance sheet report, the information displayed there will not be accurate. This is because the headers are not sorted out based on the class you've assigned.

 

You can check this article for reference: Run a balance sheet by class or location in QuickBooks Online.

 

As a workaround, you can pull up the Sales by Customer Detail report since you can filter it by class.

 

If you want to make your reports personable, you can refer to this article: Customize reports in QuickBooks Online.

 

You can always get back to us if you have other questions about assigning classes in QuickBooks Online. We're always glad to assist you.

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