QuickBooks Online: Classes & Locations (and how to reclassify in batch)

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How to use and reclassify Classes & Locations in QuickBooks Online
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[@jodisteuber3945]

You are a life saver!! Thank you! The Balance Sheet was messed up and doesn't print the classes correctly so had to implement "location" so it would show correctly. Now I don't have to go transaction by transaction to correct the class to a location. I really have valued your videos. You do a great job explaining and teaching. Thank you!

[@HectorGarciaCPA]

Awesome

[@Erik-ie3xz]

This video was posted 3yrs ago and you still solved my problems. Thank you

[@HectorGarciaCPA]

Nothing has changed in this category

[@paultell949]

Great video, as always, Hector. Perfect supplement to The Quickbooks Online ProAdvisor Advanced Training module on Classes. Thank you!

[@HectorGarciaCPA]

My pleasure!

[@suzieseconds8852]

Thank you this was very helpful. I'm new to Quickbooks and I have a new customer who wants me to set up their company and this video will help me for sure!

[@HectorGarciaCPA]

:)

[@briandoochin2367]

You're the man Hector! Why isn't QBO's support documentation as helpful as you are...

[@HectorGarciaCPA]

Long conversation….

[@jorgefraga5045]

As always Hector great video !.....

[@lightisgettingin9261]

Absolutely amazing! Can't wait to implement these strategies. I will definitely be looking into the $25 hidden links purchase, I'm quite certain it will be well worth it!

[@inscapedesign101]

Super, I am going through your videos.....didn't know anything and I feel like you have taught me so much....thank you for these videos Hector.

[@aimtowin]

Thank you so much! This was the answer I was looking for! Keep up the good work!!!

[@HectorGarciaCPA]

Great

[@bitesizebookkeeping]

This is very helpful. Thank you so much for sharing.

[@HectorGarciaCPA]

Glad it was helpful!

[@tanjarichter4603]

WOW! Super helpful and time saving! Thank you.

[@azielbrown]

Amazing!!

[@HectorGarciaCPA]

:)

[@cigridanngaano6310]

thank you sir for this great video. its very helpful :)

[@katiejakubowski7056]

Click Accountant tools and the reclassify transactions to get to that screen

[@HectorGarciaCPA]

Thats only relevant to people with an accountant account which is under 10% of the users

[@mohamedmufaris9082]

Perfect. But Can you able to get Trial balance by location?

[@HectorGarciaCPA]

I have not been able to

[@TheOceanviewstuff]

So how can we reclassify the current month transactions? We are new to QB and the current year is greyed out... I have products and services set up with the classes but our transactions are still going into the non-specified list - so we are having to manually change them one by one...please help

[@HectorGarciaCPA]

I would need to see it. Cant tell from this angle what’s happened

[@estebanfigueroa2501]

Muy claro , gracias

[@HectorGarciaCPA]

:)

[@bsbobstewart]

Hector, Very useful video. We are new to QBO and are using the desktop app. I don't find a url bar in my version so am not sure if we are using Chrome or not. Would love to purchase your shortcuts but am not sure I can use it. Any ideas? Bob

[@HectorGarciaCPA]

You would need to use a browser, but dont purchase my shortcuts, you get them free with www.RightTool.app

[@user-co5kc1oo8n]

Hi Hector, Hope all is well there. I have a question can you provide me a solution for this. "When we record receipts in Location Wise Set up of QBO, the invoices, so all locations invoices are reflecting for selection. I want to show me just the once location invoice so is that possible? Thanks.... Waiting for your response.

[@HectorGarciaCPA]

All the locations will show up so you can choose the right one.

[@lizk.381]

This is great! Can I start a new "location" (I would call it a division) within an existing company? This shows how I can assign everything to the new division of the company, but how would I categorize everything that is already in the existing parent company? Thank you.

[@HectorGarciaCPA]

The video how the recategorization process

[@SherryWen-88888]

Hi Hector, could you use Project for balance sheet account? for real estate industry, they want to track cash for each project besides P/L by project. I don't see project field available in a GJE or cash transaction.

[@HectorGarciaCPA]

Generally Projects are for P&L reports. I have never used Projects from a BS perspective. But if you track deposits (deferred revenue) by Projects, it will track properly in BS.

[@SherryWen-88888]

@@HectorGarciaCPA thank you. I need to track the cash from investors by project too. I think I will use the class for property and customer for investors to track the cash by project and by investors.

[@avasamuel8315]

I have a client with a purchase order of at least 100 line items at a time. How can I upload the purchase order directly into QB with the vendor attached?

[@HectorGarciaCPA]

If the PO from your vendor is in excel, you can use Transaction Pro Importer to bring that into QB. If is NOT in excel (and you have a PDF) you need special software like Dext or AutoEntry to try to recognize that.

[@nicolettecolton4674]

Once I have the right class structure and I classify everything properly. Can I delete a Class that I no longer want to use?

[@vanessaotero3622]

Do you reommend using locations for susidiary businesses?

[@GgOnDaTube]

Thanks Hector. We have several rental properties, and we've been NOT using classes. We have rent income set up with sub-accounts for each property . Then we have Rent Expense with each property being a sub account. Under each property (under Rent Exp) are sub accounts for the various expenses. This allows us to see all properties on one income statement and to compare months, qtrs, years side by side. Beautiful. If we switch to using Classes, I understand we could shrink the chart of accounts, but then i don't think we could see all properties together on one report which also compares months, qtrs, years. (The columns would become properties instead of time periods). Am I missing something? (QB Desktop Premier 2020).

[@HectorGarciaCPA]

You can still do the time comparison with the classes

[@jpsherfy]

Great Stuff. I have wondered if you can generate a report that uses both locations AND classes in the same report? Is that possible? Thanks so much

[@HectorGarciaCPA]

Not as a summary report.. but a detail report can show both

[@bryanmalate8313]

Hope this one would be answered. Can I split one expense into two locations? Thanks.

[@HectorGarciaCPA]

No

[@99wyoung]

@99wyoung Hector, Categories have disappeared from Products and Services. QB says in Engineering software issue. Google has some saying Categories was programmed out without telling anyone. I followed your "Import/Export - Products and Services" and got my line items tied up in QB hell because importing updated list said I needed to set up Categories but they are gone. Any wisdom you can share? My "Inactive" deleting of my list to add categories has them frozen in inactive.

[@HectorGarciaCPA]

They should still be there.. was probably a short term glitch

[@sherrywen4749]

How do I buy the short-cut links for for menus including the hidden ones? I don't see the link to buy it

[@katherineleiter5138]

Can I split a transaction into multiple "locations"?

[@jamesjiang7819]

If you use subclass for Class, does it show up in the transaction screens?

[@HectorGarciaCPA]

Not sure what you mean

[@rchsuccesspartnersllc155]

Thank you... What about sub-classes?- Same?

[@HectorGarciaCPA]

Same

[@user-yl5lr8gw7y]

How do you use the class, location and departments without using classes as departments? They are being used for something else. Do you build the departments at the coa level if you want to create departmental budgets and track vs actuals?

[@HectorGarciaCPA]

You can only have Classes and Locations… there is no 3rd dimension like this… you coulf look at Tags, but there is not budgets for Tags

[@acenoxxx]

Great video, however your magnify glass make me headache.

[@HectorGarciaCPA]

Interesting.. most people like it

[@sherrywen4749]

Hi Hector, could I run trial balance by class or location?

[@elivi12]

Hi, thanks for the info. Is there a way to show the P&L wit categories like Sales & marketingand,General & administrative . Thanks

[@HectorGarciaCPA]

If you setup the chart of accounts like that, yes.

[@elivi12]

Thanks

[@tomdwyer4421]

Great work Hector, I have client who has shipping company with two terminals and he wants to assign expense and income by terminal. Should I used classes or location. Sometimes one payment to vendor is an expense for both terminals so on the surface it would seem better to use classes so that one can split the expense. What do you think? Thank you!

[@HectorGarciaCPA]

Classes: if a transaction needs to be split. Locations and Tags are only one per transaction.

[@Albylion]

The link for the Reclassify Tool can be found under Accountant Tools at the top of the page in QuickBooks Online.

[@alexanderchuikov5224]

Does this Reclassify tool work only in QuickBooks Online Accountant version, correct? Not in QBO for users?

[@HectorGarciaCPA]

It works for regular users if you have the direct link... it’s explained in the video

[@alexanderchuikov5224]

@@HectorGarciaCPA Thanks Hector

[@paulbrennan5549]

Hey Hector, Thanks for the info. Are you aware of any OCR software that allows information to be posted to QBO with class identified?

[@HectorGarciaCPA]

No

[@jerrymoore1502]

Can this be done for qb enterprise?

[@HectorGarciaCPA]

Not Locations… classes only

[@GgOnDaTube]

Is there a tool for reclassifying batches of transactions to a different class for QB Desktop?

[@HectorGarciaCPA]

Yes.. with QB Desktop accountant edition

[@leighdynamicsolutions842]

Hector if you need a semi paper trail in repurposing funds from one class to another would you still simply use the reclassify or would you add a step like a journal?

[@HectorGarciaCPA]

Journal

[@accountingservices1727]

Hola Hector, tengo una consulta. Si yo tengo un gasto de mercadeo para autos y quiero llevar el seguimiento de las ferias donde me presento el producto, cómo puedo hacer, usar clases y sub-clases? o campos personalizado porq imaginate que son varias ferias por año. Mil gracias

[@HectorGarciaCPA]

Classes o Tags

[@Alihussein-rv2vb]

thanks hector. I am asking you one question , i want to pay check expense and those expenses that i am paying came from different locations so how can i assign those expenses for different locations in one check expense? thanks teacher

[@HectorGarciaCPA]

You cant… they would need to be different checks

[@CulturalFoods]

@Hector Garcia CPA Does Quickbooks Desktop Accountant version have location (I know it has Classes) ?

[@HectorGarciaCPA]

No locations

[@daviddelancey9225]

Thank you Hector! Always great content. Since you are in the know with Intuit is there any word of reporting with locations as rows? Currently to get my reporting the way I need it I'm having to add an account on my CoA for each location I have.

[@HectorGarciaCPA]

I don’t think that will ever happen

[@user-ku9gw1ko9y]

@@HectorGarciaCPA why don't you think Intuit will allow locations by rows?

[@HectorGarciaCPA]

@@user-ku9gw1ko9y because thats reserved for classes.

[@user-ku9gw1ko9y]

@@HectorGarciaCPA one more question and it's rather involved. I am looking for a 3rd party solution that can convert classes in a QBOA file, along with their historic underlying transactions, and convert them into projects. I am currently talking with Saasant about whether they can accommodate this. Do you have any thoughts on a solution? Thank you!

[@bobbotts5964]

Here is interesting Question can you have bank account connected to each Class or Location in QBO

[@HectorGarciaCPA]

Bob Botts no, it’s not linked to a bank account; BUT you can use it for that purpose

[@damascussoccer2972]

Hector - I keep getting an error stating "We can't apply those changes," then it goes on to say "One or more of those changes cannot be reclassified. It may be that you tried to change the account on certain transactions which is not allowed." I've tried one item, batches of items, different items, random items... All keep repeating this error. I'm attempting to make changes to a reconciled year to make our reporting more accurate. Synder, Stripe, and other automated feeds into my QBO don't seem to get the details for each transaction right, so I'm trying to adjust in bulk the items I know to need re-classification. I'm using a QBO Plus account with Classes turned on to help us track nonprofit fund accounting items. I bought your package, by the way, very useful bookmarks!

[@HectorGarciaCPA]

Would need to see it… dont know

[@damascussoccer2972]

@@HectorGarciaCPA Fair enough. Thank you. It seems the classes can be reclassified, but I can not reclassify accounts.

[@HectorGarciaCPA]

@@damascussoccer2972 if the accounts are tied to an ITEM in the transaction, then they cannot be reclassified, you would need to change the item itself on each transaction

[@theaccountant4028]

Hi Hector, Do we have option available "Class" in Online QB for Journal entries? I dont see it in my Online QB

[@HectorGarciaCPA]

Yes, but you need to enable class at the line-item level

[@shielamea6066]

Hi Hector, can i reclassify transaction after it was reconciled? Thanks

[@HectorGarciaCPA]

Yea

[@sofiapavlova2576]

Hector, can you transfer funds between classes and how? The balances of the classes I am working with are not correct and I need to correct them by moving money from the general funds to the classes accounts, but the account/bank account stays the same. How do I do this? Thanks

[@HectorGarciaCPA]

Journal entry. Use the same account and debit/credit the amounts to different classes

[@abelardom9597]

Hector I have QuickBooks enterprise I need help for the same issues. I have a food distribution company with different routes and also wholesale. can you please help me on organize Classes Location and categories?

[@HectorGarciaCPA]

There is no locations in enterprise… just classes

[@khadarjirde8692]

Thanks how can i use locations if i have multiple stores

[@HectorGarciaCPA]

Just like that.

[@LinaMosqueraAmbar]

Hola Hector, queria saber si conoces a alguien que dicte cursos de Quickbook Online en español

[@HectorGarciaCPA]

Nosotros www.qbkaccounting.com/inico

[@hoodedsinger9990]

HI sir. If we can do Profit and Loss by location and class, can we generate Balance Sheet by location or class as well? If not, why not? Many thanks in advance

[@HectorGarciaCPA]

Location yes.. no BS by class

[@hoodedsinger9990]

@@HectorGarciaCPA thank u sir!

[@joeauditors2562]

Hii, this was a very helpful video but i have a burning question, is there a custom report that can classify inventory valuation summary in quickbooks online by class and/or locations? especially in your custom shortcut?

[@HectorGarciaCPA]

Joe Auditors not possible really.

[@joeauditors2562]

@@HectorGarciaCPA Thank you for the response, I am having a very hard time choosing the best QuickBooks for multistore inventory management, that's why I was asking.

[@HectorGarciaCPA]

Joe Auditors I understand. QuickBooks online by itself is not going to be good for that, you need at add a 3rd party software like TradeGecko

[@joeauditors2562]

@@HectorGarciaCPA Thank you for that and thanks for taking your time to respond to me.

[@carolkuo2293]

For customerize invoice, can I use one class, but has many locations? I know I can use One location, with many classes. But I want One class under different location. Is that possible

[@HectorGarciaCPA]

Not possible.... one location per transaction only

[@jamiedallas6968]

I am looking for a quick books 101 type class. Anyone take the quick books online webinar class? I want to make sure I am getting what I need before I spend 580 bucks

[@HectorGarciaCPA]

Watch my 80 minute tutorial...