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How to Use Classes on Transactions in QuickBooks for Nonprofits

I started inputting early donations and expenses into QuickBooks that were for operations (money we used to apply to the IRS for the 501c3 tax-exempt status, money paid for domain names, etc.) I went to your website and found some useful information.  What I did was add "donation" to the item list and I have been putting all the donations into that item "donations".  Then, when entering payments to vendors I think I've just been using class G&A (for the general expenses like domain name renewal, etc.) – is that right?  Should I be using the classes for all entries?  Thanks a bunch!
As you discovered, you need to use items on sales transactions (invoices and sales receipts).  You want to make sure your donation item is mapped to your donation revenue line.  You can check in Lists > Item List.  You should use classes on all your sales transactions.  If you receive a donation that belongs to several classes, you can customize the form to add a class column (select Customize, select the Columns tab, and check the Screen box next to Class).

In most cases, you’ll use an expense account for purchase transactions (enter bills, write checks and enter credit card charges).  However, if you ever need grant tracking you should use items for grant-related purchases as well.  In this case, you’d set up additional items for the grant phases you want to track.  Then you can use estimates for multi-year grants and the Job Estimates vs. Actual reports for grant tracking.  You should use classes on all your purchase transactions.

Classes don’t work very well for balance sheet transactions, so there’s really no reason to use a class on transactions that are booked to balance sheet accounts.  However, there’s no harm in doing so and it gets you into the habit of always entering classes.  There’s also a preference you can set to remind you to enter a class if you forget (Edit > Preferences > Accounting > Company Preferences).

And yes, expenses for domain names and tax exempt status would be G&A.  You’d only use one of your other classes when the expense qualifies for a that purpose.  For instance, a grant-related expense would be booked to the associated temporarily restricted grant class.


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Ruth Perryman - QuickBooks Specialist Written by +Ruth Perryman, CMA, CFE, CFM, MBA

Ruth has provided QuickBooks help to thousands of businesses around the world since 1996. She is an Intuit Solutions Provider, an Advanced Certified QuickBooks ProAdvisor, and a member of the Intuit Trainer/Writer Network. She is also certified in QuickBooks Point of Sale and QuickBooks Enterprise Solutions.


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