How to set up classes, how to use classes in transactions, and how to filter the Profit and Loss report to report revenue and expenses by class in Small Business Accounting (900109)

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You can use classes in Small Business Accounting to report revenue and expenses by department, by territory, by region, and so on. Classes help you obtain better information about the profitability of the different classes that you use for your company. To use classes, you have to set up the classes. Then, select a class when you enter a transaction. You can then filter the Profit and Loss report by class. To do this, follow these steps.

Step 1: Set up the classes

You can define classes when you enter a transaction, or you can define classes in the Modify Class Name dialog box. To define all the classes at the same time in the Modify Class Name dialog box, follow these steps:

1. On the Company menu, point to Manage Support Lists, and then click Class List.
2. In the Modify Class Name dialog box, click Add.
3. In the Classes dialog box, type a class name in the Class Name box. Type a description in the Description box. Then, click OK.
   
   For example, use company's departments, territories, and regions as classes.
4. Repeat step 2 through step 4 for each class.
5. After you define all the classes that you want, click Close.
6. On the Company menu, click Preferences.
7. On the Company tab, click to select the Use Class check box.
8. Click OK.

Step 2: Select a class when you enter a customer transaction or a vendor transaction

When you enter a customer transaction or a vendor transaction, select a class so that the transaction appears in the Profit and Loss report.

• When you enter a customer transaction such as a quote, a sales order, or an invoice, select the class that you want in the Class box. This box is located in the lower-right corner of the window. You can select only one class for each customer transaction.
  
  Note You can also create classes when you enter a customer transaction. To do this, click Add a new Class.
• When you enter a vendor transaction such as a purchase order, an item receipt, or a bill, select the class that you want. Select the class for each line item in the Class column of the Items and expenses pane. You can select a different class for each line item.
  
  Note You can also create classes when you enter a vendor transaction. To do this, click Add a new Class.

Step 3: Filter the Profit and Loss report by class

1. On the Reports menu, point to Company and Financial, and then click Profit and Loss.
2. On the toolbar, click Filter Options.
3. In the Select filter option pane, click to select Class.
4. In the Filter options pane, select Selected Groups in the Options box, and then click Show Selected.
5. In the Select Classes dialog box, click to select the class name that you want to use in the report. Then, click Add. When you generate the report, only the selected classes are included. You can add up to five classes by selecting a class and then clicking Add.
6. Click OK.
7. In the Select Filter Options window, click Apply.
8. Click OK.