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How to Enable and Use Transaction Classes in QuickBooks Enterprise with Webgility Desktop

This article helps Webgility Desktop users enable and use transaction Classes in QuickBooks Enterprise to categorize orders such as “Online Orders” or “Wholesale” for improved reporting and insights. It provides step-by-step instructions to activate class tracking and assign transaction classes for smooth integration with Webgility Desktop.

Causes of Issues (If Transaction Classes Are Not Available)

  • Class Tracking Not Enabled: The Class field won't appear in transactions until it's activated in QuickBooks Preferences.

  • Insufficient User Permissions: Only users with admin or posting rights can enable and assign classes.

  • Module Not Available: Class tracking is only available in certain QuickBooks editions like QuickBooks Desktop Enterprise.

Step-by-Step Instructions

1. Enable Class Tracking in QuickBooks

  1. Log into QuickBooks Desktop Enterprise as an admin user in Single-User Mode.

  2. Go to the Edit menu and select Preferences.

  3. In the left panel, click Accounting.

  4. Click the Company Preferences tab.

  5. Check the box for Use class tracking.

  6. (Optional) Enable Prompt to assign classes if you want QuickBooks to remind you to select a class.

  7. Click OK to save the changes.

2. Create New Transaction Classes

  1. Go to Lists > Class List from the main QuickBooks menu.

  2. Click the Class drop-down and select New.

  3. Enter a name for the class (e.g., Online Orders, Retail, Wholesale).

  4. (Optional) Assign a parent class for grouping purposes.

  5. Click OK to save.

  6. Repeat the steps to add additional classes as needed.

3. Assign Classes During Order Entry

  1. Open or create an order in the Order Management screen of QuickBooks.

  2. Look for the Class field on the order entry form.

  3. Select the relevant class from the dropdown.

  4. Save or post the transaction.

Note: The selected class will now be applied to the order and reflected in reports and Webgility transaction syncs (if configured).

Best Practices

  • Periodically review and update your class list as your sales strategy evolves.

  • Use class-based reports in QuickBooks to analyze profitability or sales by transaction type.

Troubleshooting

  • Class field not visible? Recheck that class tracking is enabled under Preferences.

  • Can’t edit classes? Verify that the user has the correct permissions to access Posting Settings and Class List.