How to Filter, Sort, or Total Reports By Class in QuickBooks Desktop

In this article, we are going to discuss how to filter, sort, or total reports by Class in QuickBooks Desktop. As we know Classes and subclasses are additional means for classifying data in the QuickBooks desktop (other than accounts, customers, vendors, etc.). for example,

  • A property management company can establish every property as a class and every apartment as a subclass.
  • A company that has various businesses can set up every business unit (BU) as a class.
  • You can also track lead sources by class (as in our sample companies).
  • You can also track types of expenses like direct labor, indirect labor, overhead, taxes, etc.
  • If you sell anything through the vendors or locations you need to set up reps or locations as classes.

Keep in mind, classes are very versatile in nature, but you need to be very careful on how to filter, sort or total reports by Class in QuickBooks Desktop

Steps to Filter, sort or total reports by Class in QuickBooks Desktop

Steps for the report that shows only unclassified transactions

If in case P&L report displays a lot of amounts below the Unclassified column and you are required to assign the accurate class to these unclassified transactions, then you have the following options:

  • Option 1: Choose every amount to open the transaction and then later categorize it.
  • Option 2: Run a report that displays only all the unclassified transactions. 
    • Go to the QuickZoom and double click on the Net Income amount under the Unclassified column to launch an Account report Transaction Detail.
    • Memorize the report that you cannot categories all of the transactions at one sitting.

Always remember, when you recall a transaction you need to insert the accurate classes and need to save it because the transaction is terminated from the Transaction Detail report.

Steps for P&L report showing subclasses only

If in case, you have the same subclass below the several classes, you might see a P&L report displaying only the same subclass (for an instance: Subclasses 1C, 2C, and 3C). This is one of the best that QuickBooks can do is:

  • First, you need to run the Profit & Loss by Class report.
  • Now, later click on the Customize Report, and later look for the Filters tab.
  • Go to the Filter list, and click on Class, later click on Multiple Classes. (If you are a Mac user, then first you need to check the Class box, then later click on the Selected classes from the class drop-down)
  • Click on only those Subclasses which you need in your report.
  • Example: 1C, 2C, and 3C.
  • Now, click on OK. The report covers the Total column for Class 1 and Class 2 and Class 3.
  • Now, you have to export the report to Microsoft Excel or any identical program.
  • Later, you have to delete the Class Total columns and now recreate the TOTAL column.

For QuickBooks for Mac, click on the Filters icon to launch the Report Filters window. You need to click on the Check filter to add or click on uncheck filter to rdelete it. Later, click on Apply and quit the window to save the changes.

Steps to Unpaid Bills Detail report sorted by class

If you require to run the Unpaid Bills Detail report, then you need to add the Class column and click on Sort by Class, you may not able to see Account = All Accounts Payable which restricts the report to source information from the open bills. The class that is assigned to the targets and target information is not covered in the report. Follow the following points to obtain the report you require by changing the filters:

  • Delete the Account filter and Name filter.
  • Always Keep your Status filter paid.
  • Now, add the Transaction Type filter, later click on the Transaction Type drop-down, and click on Bill.
  • Now you need to add the Detail Level filter and fix it to All except summary.
  • Click on OK.

Now after applying these steps, you will see your report will display all the target data from the open bills and you can easily sort the report by Class.

For QuickBooks for Mac, click on the Filters icon to launch the Report Filters window. You need to click on the Check filter to add or click on uncheck filter to r delete it. Later, click on Apply and quit the window to save the changes.

AR Aging Detail report filtered by class

The report only displays the invoice for the class that has been chosen at the top of the invoice and the report is filtering for the A/R account. When you choose a class from the top of the invoice, it shows that class with the A / R account. If in case, the invoice has multiple classes, they will be selected in the Class column of the invoice and linked with the target accounts. But this report is not filtering for those other accounts, it will not put the invoice below the accurate segments in the report.

In addition, partial payments of invoices displaying under a specific class that will not reflect accurately on this report. That’s why the payments are unclassified, whereas the invoice you are paying can be classified. Due to this, only the unclassified balance on this report after receiving partial payment will be correct. Full payment must be made to have the invoice corrected with classes on this report.

  • You need to customize the report for Mac, to do this, click on the Options icon, and later add the column Open Balance.
  • Later, terminate or remove the Balance column.

For QuickBooks for Mac, click on the Filters icon to launch the Report Filters window. You need to click on the Check filter to add or click on uncheck filter to r delete it. Later, click on Apply and quit the window to save the changes.

Steps to Open Accounts Receivable by class

Check out the below steps to open accounts receivable by class

  • Go to the Reports menu and look for the Custom Reports and click on it, later click on Transaction Detail.
  • Now, look for the Total By drop-down and click on Class.
  • Later click on the Filter Tab and now you need to select these filters:
    • Account = All Accounts Receivable
    • Name = All customer/jobs
    • Paid Status = Open
  • Click on the Header/Footer tab, and modify the report title as appropriate.
  • Click on OK to run the report, that now displays the open accounts receivable transactions, totaled by class.
  • If you want to keep this file for future use then click on Memorize to save this report.

Steps for a Credit card by class

  • First, you need to run a Balance Sheet by Class report.
  • Go to the Class, now,  by double-clicking the Amount run the report for QuickZoom on your Credit Card account if you want to rename the report prior to printing,
    • Now click on Customize Report, and later go to the Header/Footer tab.
    • Insert the name for your choice that you need to use for the report. And later click on OK.

After the long discussion on How to filter, sort, or total reports by Class in QuickBooks Desktop, hope you got all the points and be able to perform the steps by yourself. But in case you are facing any difficulty or issue then feel free to contact us on our tollfree+1-855-441-4417 and get instant help for your queries. Our Intuit Certified team of ProAdvisor is always there, to help you out from your query.

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