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How to Filter Reports by Class in QuickBooks

My Profit & Loss by Class report is too long and confusing.  Is there a way I can prepare a Profit & Loss report for just one class?
You can modify nearly any report in QuickBooks to include only one class, or even multiple classes.  Just open the report you want to filter, click Modify Report, select the Filter tab, select Class in the Filters box, and select the class you want to include on the report.  If you want to include multiple classes, select Multiple Classes in the Class box and select all the classes that you want to include on the report.  If you want the classes shown in separate columns, see if there's a Display columns by box on the Display tab.  If so, select Class.  You can also change the title of the report by selecting the Header/Footer tab. 

Once the report looks like you want it, don't forget to click Memorize so you can save it for future use.


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This article is provided for informational purposes and is not intended to be construed as legal, accounting, or other professional advice. For further information, please consult appropriate professional advice from your attorney and certified public accountant.

Ruth Perryman - QuickBooks Specialist Written by +Ruth Perryman

Ruth is the an Intuit Premier Reseller that offers great deals on QuickBooks POS and QuickBooks Enterprise. She has provided expert QuickBooks help to thousands of businesses all over the world since 1996.

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17 Responses to How to Filter Reports by Class in QuickBooks

  • Connie Thrift says:

    Hi Ruth!

    Our organization has a program (RI) which functions as an individual entity. The parent organization budget does not include the RI program budget and all income and expenditures are kept separate. All funding, bank accounts, budgets, salaries, expenses, etc. are separate from the parent organization. Am I able to create a budget, create budget to actual reports, functional expenditure reports, track salaries and liabilities by using classes or do I need to create separate gl accounts for each entity.

    Thanks for your help!
    Connie

    • Hi Connie,

      You can get good profit & loss reporting, including budget to actual reports, using classes. However, the balance sheet by class report is virtually useless – many times it doesn’t even balance.

  • Shar says:

    I can get a report by class with totals, but can I get a report by class with details? Two very similiar businesses in the family and sometimes I need to check which business an entry belongs on. Right now that means deleting the transaction and reentering it after changing business to change it. Probably 300-400 total entries for both businesses. I would like to just get everything entered and use classes to seperate the 2. the 2 businesses. Then if I see something should have been in the other business, I can just change its class.

    • Hi Shar,

      You can add a class column to most reports, some even allow you sort or total by class. Just select the Customize Report button to see what options you have.

      You’ll probably want to start with the Profit & Loss Detail report.

  • Chris says:

    I have QB Premier and have a significant number of transactions that have no specified class and many that do have a class. I am trying to customize a report to show the transaction that do not a class but this does not seem to be an option in the filer by class menu. Any ideas? There are way too many transactions to update the class manually.

    • Hi Chris,

      Use the Profit & Loss Unclassified report. There’s also a Unclassified column on the Profit & Loss by Class report.

      To get a list of transactions, click on the Net Income amount on either report.

  • Carrie Sheret says:

    Hi Ruth,

    I need some expert QB budget help! I have entered budgets by class (2 classes) and a P&L budget by account. The P&L budget by account includes all amounts from the classes as well as unclassified amounts. The client needs to see overall how they are doing YTD, and the budget by account gives them that info, no problem.

    The problem arises when the B vs. Actual reports are *filtered* by one of the Classes. On that filtered report, amounts appear in the Budget column which are not in the budget for that class, they have only been entered in the budget by account. Why is QB showing budget amounts by class when nothing has been entered for that class?

    OK to contact me for consulting/troubleshooting if there’s no quick answer.

    Thank you!
    Carrie

    • Hi Carrie,

      Try creating a class for your unclassified transactions, called something like “General” or “Admin”. This will also make it easier to use the Profit & Loss Unclassified report to find transactions that should have classes on them and don’t. In other words, there should be nothing shown on this report once you tag your unclassified transactions with “General”.

      If you don’t want to do this, I recommend using the Account by Class or Class by Month option when using the Budget vs. Actual report, instead of the Account by Month.

      • Carrie Sheret says:

        Thanks Ruth. Replying long after the fact, but your response reminded me that when using QB classes, *everything* should be classified.

  • Dreama says:

    Hi Ruth!

    I track classes and would like to run a report using that information to simplify my worker’s compensation monthly reporting. Is there any way to run a report that will provide a total payroll paid by those classes for a custom set of dates?

    Thank you, in advance,
    Dreama

    • Hi Dreama,

      If you’re using QuickBooks payroll and you have worker’s comp setup properly, there are several workers comp reports you can use in Reports > Employees & Payroll.

      If you’re not using QuickBooks payroll, it’ll probably be easiest to use the Profit & Loss by Class report.

      Ruth

  • Krysti says:

    Hello! I’d like to compare my sales by classes. How do I do that?

    • Hi Krysti,

      First, set your preferences to allow class tracking (Edit > Preferences > Accounting > Company Preferences). Then make sure to add a class on all your sales transactions – you might want to do the same for expenses. Then use the Profit & Loss by Class report. I recommend also using the Profit & Loss Unclassified report to make sure you’ve entered a class on all your transactions.

      Ruth

  • Kevin bartlett says:

    Hi Ruth is there any way to get a profit & loss by class versus budget in qb?

    • Hi Kevin,

      There sure is! Go to Reports > Budgets & Forecasts > Budget vs. Actual. However, you need to create your budgets by class in order to get a comparison.

      Ruth

  • Cathy Smith says:

    Hi Ruth, I am new to using classes. I have assigned the same class to several bills coded to COGS. Not all of the transactions show up in the P&L by class report. QB Pro 2010. Do you know a fix? I’ve been using QB for years, however this if the first time for using classes. I’ve tried opening the bill, deleting the class, closing the bill, re-opening the bill and adding the same class. Thank you.

    Cathy Smith

    • Hi Cathy,

      Use the Profit & Loss Unclassified report to determine which transactions don’t have classes on them. Open each transaction on the list up, add the class, and voile!

      Ruth