Classes tracking is an organizational tool found in QuickBooks which allows businesses to track and segment certain transactions according to their individual business needs. The QuickBooks Online + Sera integration supports the assignment of Accounting Classes based on your setup.
To setup the integration between QBO + Sera, see our article on the QuickBooks Online integration.
Adding new Accounting Classes
To add Accounting Classes in Sera, you can visit Company --> Settings --> Accounting Classes. Select the New button and enter your Accounting Class name exactly as it appears in QuickBooks Online. The match will need to be a character-for-character match so copying and pasting is advised to ensure spacing and spelling is a match between the two programs.
Note: you will only be able to add Accounting Classes in Sera that exist in your QuickBooks Online account. If you want to add a new Accounting Class for your company to use, you will add it first in QuickBooks, refresh your QBO Marketplace card in Sera and then add them in Sera. To add new classes in QuickBooks, go to Settings (gear icon in upper right-hand corner) --> All lists --> Classes.
Verifying existing Accounting Classes
If you have pre-existing Classes in Sera that were created before the integration, they will need to be verified to ensure no failures are received when attempting to batch. They will need to match a class in QuickBooks Online. Please add or reconcile the names and select the Verify button in Company --> Settings --> Accounting Classes to utilize those in invoices.
Icons to the right of the Classes will signify the status. Verified classes are able to be used in invoices and have been confirmed to be existing and active in QBO. Inactive classes have been confirmed to be inactive in QBO. They can be used on invoices in Sera but will fail in the invoice batch. You will need to activate the class in QBO or replace it with an active class in Sera. To activate a class in QuickBooks, visit Settings (gear icon in the upper right-hand corner) --> All lists --> Classes. You will have to show your Inactive classes by using the smaller gear icon and selecting the checkbox Include inactive. From there you can select the Make active option on that class row. Pending accounting classes do not exist in Quickbooks. They will need to be added in QBO and linked to the class in Sera by selecting the Verify button.
Accounting Class defaults
You can set defaults in Sera for Accounting Classes in items (tasks, warranty programs, discounts, and memberships) and also in departments. If your Classes Tracking selection in QuickBooks Online is to track a single class for the entire invoice, you will only need to set the class in your Department setup. If you track classes one per each line item, you can choose to set defaults for your specific line items. If you do not set a default for the line item, the department level class default will be used on all line items for that invoice.
Note: You can edit the Accounting Class defaults at any point for tasks, warranties, memberships, or departments and it will apply to any transactions finalized after that point. It will not change any classes that are in a Finalized state in your account unless you edit the invoice after the change.
Editing Accounting Classes on existing transactions
Invoices
From the Invoice Actions menu, select Edit Details to update the default Accounting Classes selected.
Reports
Revenue
From the Revenue report, selecting either the Department or Class edit icon will allow you to edit the Invoice level Accounting Class. Any changes to your Accounting Classes will be detailed in a pop up window presented in the report. You can choose to keep your current Accounting Class selections based on the previous department or you can choose for the system to update the Accounting Class selections based on the new department's default.
Unbatched
From the Unbatched report, selecting the edit icon in the Classes column will present the user with a slideout option to edit the classes on the invoice.
Note: you might see a yellow banner at the top indicating a number of transactions that are missing classes. This is a new warning message to support clients who have Classes Tracking enabled in their QBO or who want to track classes on their invoices. If you do not track classes, feel free to ignore the message - you are able to batch without the Accounting Class detail.
Any change to the Accounting Class selections will trigger an 'Update' to that invoice to be batched over to your QuickBooks file to ensure that you have the most updated data in both systems.
Deleting Accounting Classes
The process to delete Accounting Classes is the same if the Class has been used previously in your account or not, but the outcome will be different. If you want to no longer have an Accounting Class present in your Sera account, you will click on the Accounting Class from Company --> Settings.
If the Accounting Class has never been used on an invoice in Sera, you can delete it. You will see a red delete button in the modal that appears. If you delete the Accounting Class accidentally and need to add it back, you will be allowed to do that but you will have to re-add it back to any tasks, departments, etc where it existed prior. If you are using the QuickBooks Online integration, the Class will have to exist in your QBO account first before being able to be added to Sera.
If the Accounting Class has been used before on an invoice in Sera, you are only permitted to archive it. You will see a red archive button in the modal that appears. If you archive the Accounting Class and need to reactivate it, you can unarchive at any point by reaccessing the archived class and hitting the Unarchive button. Archived Accounting Classes will appear in Sera with strikethrough text.