So you’ve decided to either start using Classes or modify your existing ones. Here are the steps you’ll need:
1. Turn the preference on
If Class Tracking is not already turned on, log in as admin, click on Edit>Preferences, then Company Preferences and turn Class tracking on. If you have Enterprise, an added feature is the ability to assign Classes to Items, Customers or Accounts. In my books, I use Customer (and I can use different classes for different jobs), but many of my contractors find Items works better. You don’t have to use this feature and you can always override at the transaction level, but if you have some consistency in what you would use, then you’ll find it will save you time in data entry.
2. Create or modify your Classes
Click on Lists>Classes. Right-click and you can either edit an existing class or add new. Then name/edit your class. Notice there you can make this a subclass of an existing class.
With Classes turned on, you won’t have as many income and cost of goods accounts so these will either need to be edited of you will want to make the existing ones inactive and create new. For instance, if you have income accounts for maintenance labor, install labor, snow removal, maybe you just have a service or labor income account to compare across the classes. Or if your cost of goods accounts is detailed, like maintenance materials, roofing materials, irrigation supplies, you might just have Job Materials. If you change an existing Item, you’ll be asked whether or not you want to update your historical transactions. If you’ve been in business for quite some time, then I would recommend no – you don’t want to go back and have your financial statements change.
4. Add/edit Multiple List:
A quicker way to edit many Items is using the Add/edit Multiple List feature (found in the List Menu in QuickBooks or in the Item menu if you are in the Items List). Pick the columns you need to see for the purposes of editing.
Inactive – The fastest way I know to make Items inactive is to:
- Go to your Items List,
- Then click the box at the bottom to Include Inactive.
- Simply click to the left of the Item and an “X” will appear, making it inactive!
Let us know if you need help with this.