What are the classes in QuickBooks for?
Classes are used to allow for additional more detailed income or expenses tracking in QuickBooks Online and can make your Profit and Loss even more informative. This lets you get clearer insights on your sales, expenses, or profitability by business segment. Using Synder you can automatically assign classes to income or expense transactions based on the amount, description, memo or other fields in the transaction.
Read further to learn how to use smart rules in Synder to apply classes to sales transactions based on description. In our example Synder will add class “Fruits” for any transactions where the description contains the word “apples”.
QuickBooks Online setup
First of all, you would need to:
- make sure you have class tracking enabled in your QBO account settings (learn how to enable them here). Synder supports classes both for each line in transaction and for each transaction.
- After you turn on class tracking, create classes needed in QuickBooks, so that you can select them in Synder settings.
When that is done, please, open your account in Synder. Press on Smart rules > Rules > Create rule.
If you have several companies connected, please choose the accounting company needed > Next.
Step 1. Set a trigger, that will automatically start the rule – select QuickBooks entity from the dropdown to build your rule around it.
Step 2. Choose the initial action related to the QuickBooks entity that will trigger the rule execution.
Selecting “Sales receipt” and “create” you tell Synder to automatically run this rule whenever it creates a sales receipt in your QuickBooks. If you Sync – rollback – sync transaction several times the rule will be triggered each time it is synced.
Step 3. Choose if you want to create a final *action* at this point or add more *condition* before the rule is finalized.
For our rule we are to build a *condition* to check if there is a word/words needed in the description. So we go with “Line:Description” contains the word “Apples”. So any time the description in any line of sales receipt will contain “Apple” (like “Thank you for purchasing apples!) Synder will apply the rule. You can keep adding options like “apples”, “bananas”, “oranges” etc. using OR fields.
Then click “yes” so that the rule continues working when this condition is true.
You may select any field from the dropdown, the operands in the next line and enter the condition value at the end. Conditions may be set up based on your needs, for example, sum of transactions, names of clients or items or any other information.
Step 4. Start defining the parameters of the action of this rule. You can send email, or sms, however in our example we would need it to add class in QuickBooks for the same sales receipt that triggered the rule, so we go with “QuickBooks action” > “Sales Receipt” > “Update current”. When that’s done press “Set QuickBooks entity data“.
Step 5. Click Update all > Choose the class “Fruits” from the dropdown of QBO classes available > Click on Submit > Save the rule
Note 1: If you have classes per transaction then the field will be above the line, if you have classes per line then in the line itself.
Note 2: if you want this update to work for a specific product, choose this product instead of “Update all” in the “Product/Service” dropdown.
Note 3: if the rule didn’t work check if you really have the word set up in QuickBooks line description, as the rules work based on the information stored in QuickBooks, not in your payment processor. Check if the rule field to work in the Smart rules Always feel free to contact the support team for help.
Congrats, you did it! Now synchronize a transaction which matches the criterias set to check how it works.