Classes are used in QuickBooks to allow transactions to be filtered per class in reports. You can use classes as departments, set each job to be a certain class, and use this to get a revenue by department report, even though QuickBooks does not support the concept of a department.
SpringAhead supports classes and gives you several flexible options for setting them up so your transactions are correctly set to classes. Classes can be assigned in several places in the Settings area. How they are assigned determines how they are populated in QuickBooks for exported transactions. First, we will list the places that classes can be assigned, then for each place a class is exported, we will explain how that class is resolved.
There are four places to specify Classes:
- Globally: This is set in My Company, under the Invoicing heading, Invoice Class.
- On a project: This is set in Projects, in the Details tab, under Category, Department/Class.
- On a user: This is set in People, in the Mapping tab of any user, Department/Class.
- On a task: This is set in Tasks, under the Invoicing heading of any task, Class. Tasks must be enabled to use this setting.
There are five exported transactions that support classes. Below explains each transaction and how SpringAhead resolves or calculates the exported class.
- Timesheets: The class is resolved in this order - task, project, user
- Invoices:There are two classes on an invoice - the header class and the detail class (per line item row). Each are resolved differently (the header class is more project-related, and the detail class is more user-related)
- The header class is resolved in this order - project, global
- The detail class is resolved in this order - task, user
- Bills/Checks (time payables) line items:The class is resolved in this order - project, user
- Bills/Checks (expense payables) line items: The class is resolved in this order - project, user
- Journal Entry (for payroll): The class is resolved in this order - project, user
The best way to set up classes is to understand how you want them populated in each QuickBooks transaction, then set them up appropriately in SpringAhead. For example, if you want each employee to be a certain class for timesheets, choose the correct class for each user in SpringAhead.
Please Note: There is a report in SpringAhead to filter by class called Time by Class. This can also show profitability by class as well. You can do so by selecting Include Details.
Please Note: There are a few things in SpringAhead to assist setting up classes. First, there are the summary reports (Project Summary and User Summary). These will list classes set on projects or users in one report. Also, if you want the users to select from a list of classes on their timecards, enable Tasks and set the SpringConnect advanced setting Sync Classes as Tasks. If you want a class specified on each project and want to enforce that, set Project Class Mandatory in My Company.