Using Classes in invoices to get them in to reports

SMKAKENT

We are using Hosted, When we do our invoicing, we use class to define the contractor that we use for a specific line on an invoice. At times we may have up to 3 different contractors and classes on the same invoice.

So, When doing the invoice we leave blank the top class that is next to the customer, but in the line where we put description, amount ETC, we use the class in that line to define the contractor. We are not using sub classes for these contractors.

The question is, when we do income reports, these classes that have not been represented by the main class (Top Of Invoice) are not showing in reports. Am I doing something wrong? Or should I set up a main class to use at the top of the invoice, then use sub classes. (I have not tried that at this point) I am hoping that someone would know and be able to point me in the right direction.

The Scenario is that we use this income report, separated by Class to show us the amount that the contractor (CLASS) has earnt. We could set up contractors, but this is difficult, and does not really achieve what we are looking for.

Thanks

Steve

Charley

Set up a Contractor main class and all subcontractors are sub classes of that

SMKAKENT

Thanks Charley, I will give that ago.

Cheers

Acctd4

@SMKAKENT The way you are currently allocating Classes is perfectly correct. I think the issue is the filtering restriction in the report you are currently using. Use the "Profit & Loss by Class" report instead (under Reports dropdown menu Company). If you don't want the expense lines, you can filter to just show Income only accounts. This report is designed for displaying the information specifically by Class :)

SMKAKENT

Thanks Shaz,

Close, but not what I need. This does provide basic info, but not invoice numbers and invoice amounts.

The biggest issue was, if we dont use the class next to the customer (Top Of Invoice) then it wont show up in reports properly or at all.

We do this every fortnight, so that we can work out what each contractor has earnt. We also provide the contractor this report as evidence of what they have earnt. They then produce an invoice to us from that. We currently manually copy data to a spreadsheet. So, we need the report to be very specific to each contractor so as they dont get other info meant for another contractor.

I think I am going to have to explore export to excel then sort in excel.

Appreciate your comments.

Bruce

Try running the "sales by customer detail" report. By default the report includes the invoice number

Modify it to change the display to include "class" in the columns and you can then sort by "class" if needed.

If you only want to show a single "class" then you can filter by "classes" as well. Probably not an elegant solution and also time consuming if you have a lot of contractors.

SMKAKENT

Thanks Bruce, Yes, I have done that and it will work, but ONLY if we use the class in the heading of the invoice.

By just using class in the body of the invoice ONLY, seems to be where the system lets it's self down.

Thanks

Bruce

SMKAKENT

That is not my experience. I am showing the classes whether or not I use class in the top line. It also does not make any difference whether I generate my sales by means of an invoice or whether I use create sales receipts.

Are you definitely using "sales by customer detail" rather than "sales by customer summary"?

SMKAKENT

Thanks Bruse,

I will check it again, and yes I did use sales detail as the report.

It could be a faulty invoice, I will check it out.

But from what I can tell, I maybe better to have a class for subcontractor then have sub classes. I will investigate that idea as well.

Thanks for your input, it has help a lot. (I am closer now to getting what we need)

Steve

Acctd4

@SMKAKENT I’m not in front of it at the moment but if you drill down on a total in the P&L by Class report, it shows each invoice line that makes up the amount.