The Classes & Locations page lets you set up tracking categories for a client's transactions. Classes let you tag individual line items by department, product line, or custom category. Locations let you tag entire transactions by store, branch, region, or any place-based grouping. You control whether tracking is on or off, what the labels say, and whether a class or location is mandatory on every transaction.
This guide walks through every section of the page, step by step, in the order you see on screen.
Getting Here
- Open the main sidebar and select a Bookkeeping Client.
- In the client sidebar, click Classes & Locations (under the Setup section).
The page opens to the tracking dashboard. Across the top you will see four summary cards, an information banner, and three tabs: Settings, Classes, and Locations.
Understanding the Dashboard
Top Metrics
Four cards sit across the top of the page. They give you a quick read on the state of your tracking setup:
| Metric | What It Shows |
|---|---|
| Total Classes | The total number of classes you have created. The card turns blue when class tracking is enabled. |
| Active Classes | How many classes are currently active and available for use on transactions. |
| Total Locations | The total number of locations you have created. The card turns blue when location tracking is enabled. |
| Active Locations | How many locations are currently active and available for use on transactions. |
Info Banner
Below the metrics, a blue information banner explains the difference between the two tracking types:
ℹ Info: Classes are applied at the line item level (each line can have a different class). Locations are applied at the transaction/document level (the entire invoice or bill has one location).
Keep this distinction in mind as you set up each type — it affects how your reports will break down financial data.
The Settings Tab
The Settings tab is where you turn tracking on or off and configure how classes and locations behave. It opens by default when you visit the page.
Enable Class Tracking
The first section controls class tracking.
- Find the Enable Class Tracking row. It shows a violet icon, the label "Enable Class Tracking," and a description of what classes do.
- Click the toggle switch on the right to turn class tracking on or off. The change saves immediately.
When you turn class tracking on, two additional settings appear below it:
Custom Label
You can rename "Class" to something that fits your business — for example, "Department," "Division," or "Product Line."
- Type your preferred label into the Custom Label field.
- Click or tab away from the field. The label saves automatically.
The new label appears everywhere in the interface: tab names, buttons, table headers, and dropdowns.
Require Class
Turn on the Require toggle to make the class field mandatory on every transaction. When this is on, users cannot save an invoice, bill, journal entry, or other transaction without picking a class.
Enable Location Tracking
The second section controls location tracking. It works the same way as class tracking.
- Find the Enable Location Tracking row with its green icon.
- Click the toggle switch to turn location tracking on or off. The change saves immediately.
When location tracking is on, you get the same two sub-settings:
Custom Label
Rename "Location" to a term that matches your organization — for example, "Store," "Branch," "Region," or "Site."
Require Location
Turn this on to make the location field mandatory on every transaction.
✓ Tip: You can enable classes only, locations only, or both. You do not have to use both tracking types.
The Classes Tab
Once class tracking is enabled, the Classes tab becomes active. This is where you create and manage your list of tracking classes.
Viewing Your Classes
The Classes tab shows a table with five columns:
| Column | What You See |
|---|---|
| Name | The class name. Sub-classes are indented and connected by vertical lines. Any description you added appears in grey underneath the name. |
| Code | An optional short code you assigned to the class. Shows a dash if no code was set. |
| Level | How deep the class sits in the hierarchy. Level 1 is a top-level class. You can nest up to 5 levels. |
| Status | An Active badge in green or an Inactive badge in grey. Inactive classes do not appear in transaction dropdowns. |
| Actions | A three-dot menu with all available actions for that class. |
Adding a Class
- Click the Add Class button (or the button will show your custom label if you renamed it).
- A dialog opens with the following fields:
| Field | What To Enter |
|---|---|
| Name | The class name. This is required. For example, "Sales Department." |
| Code | A short identifier (optional). For example, "SALES." |
| Parent Class | Choose a parent to nest this class under another, or leave it as "None (top level)" to create a top-level class. |
| Description | A brief note about what this class is for (optional). |
- Click Create to save the class.
A success toast appears, and the new class shows up in the table.
Editing a Class
- In the table, click the three-dot menu on the class row.
- Select Edit.
- The same dialog opens, pre-filled with the current values.
- Make your changes and click Update.
Adding a Sub-Class
Classes support up to five levels of hierarchy.
- Click the three-dot menu on the parent class.
- Select Add Sub-Class (the label will use your custom name if set).
- The create dialog opens with the parent pre-selected.
- Fill in the name and other fields, then click Create.
⚠ Warning: The Add Sub-Class option only appears when the parent class is at level 4 or below. You cannot nest beyond 5 levels.
Activating or Deactivating a Class
- Click the three-dot menu on the class.
- Select Activate to make it available on transactions, or Deactivate to hide it from transaction dropdowns.
Deactivating a class does not delete it or affect past transactions that used it. It simply removes it from the list of choices going forward.
Deleting a Class
- Click the three-dot menu on the class.
- Select Delete (shown in red).
- A confirmation dialog appears. Read the warning carefully — deletion cannot be undone.
- Click Delete to confirm, or Cancel to go back.
⚠ Warning: You cannot delete a class that has sub-classes. Move or delete the sub-classes first.
Empty State
If you have not created any classes yet, the tab shows a friendly empty state with an icon, a message, and an Add Class button to get you started.
The Locations Tab
Once location tracking is enabled, the Locations tab becomes active. It works the same way as the Classes tab, with a few extra fields for address information.
Viewing Your Locations
The Locations tab shows a table with the same five columns as the Classes tab: Name, Code, Level, Status, and Actions. Sub-locations are indented the same way.
Adding a Location
- Click the Add Location button (or your custom label).
- A dialog opens with the following fields:
| Field | What To Enter |
|---|---|
| Name | The location name. This is required. For example, "Downtown Store." |
| Code | A short identifier (optional). For example, "DT01." |
| Parent Location | Choose a parent to nest this location under another, or leave it as "None (top level)." |
| Description | A brief note about this location (optional). |
| Address Line 1 | The street address (optional). |
| Address Line 2 | Suite, unit, or additional address info (optional). |
| City | The city (optional). |
| State/Province | The state or province (optional). |
| Postal/Zip Code | The postal or ZIP code (optional). |
| Country | The country (optional). |
- Click Create to save the location.
✓ Tip: The address fields are entirely optional. Fill them in if you want the full address stored on the location record, or leave them blank if you only need a name and code.
Editing a Location
- Click the three-dot menu on the location row.
- Select Edit.
- Update any fields, including the address information.
- Click Update.
Adding a Sub-Location
Locations support up to five levels of hierarchy, just like classes.
- Click the three-dot menu on the parent location.
- Select Add Sub-Location.
- The create dialog opens with the parent pre-selected.
- Fill in the details and click Create.
Activating or Deactivating a Location
- Click the three-dot menu on the location.
- Select Activate or Deactivate.
Deactivated locations are hidden from transaction dropdowns but stay in your list and do not affect past transactions.
Deleting a Location
- Click the three-dot menu on the location.
- Select Delete (shown in red).
- Confirm in the dialog that appears.
⚠ Warning: You cannot delete a location that has sub-locations. Move or delete the sub-locations first.
Empty State
If you have not created any locations yet, the tab shows an empty state with an Add Location button.
Hierarchy Rules
Both classes and locations follow the same hierarchy rules:
- You can create up to 5 levels of nesting.
- A class or location cannot be its own parent.
- A class or location cannot be moved under one of its own descendants (this would create a loop).
- Two items cannot have the same name at the same level under the same parent. For example, you cannot have two "Sales" classes at the top level, but you can have "Sales" under "North" and "Sales" under "South."
The system enforces all of these rules automatically. If you try something that breaks a rule, you will see an error message explaining what went wrong.
How Tracking Appears on Transactions
Once you have set up classes or locations and enabled them:
- Classes appear as a dropdown on each individual line of an invoice, bill, journal entry, or other transaction. You can pick a different class for each line.
- Locations appear as a dropdown at the top of the transaction form (header level). The entire transaction gets one location.
If you turned on Require Class or Require Location, the field must be filled in before the transaction can be saved.
Frequently Asked Questions
What is the difference between a class and a location?
A class is applied per line item — so each row on an invoice can have a different class. A location is applied to the whole transaction — so the entire invoice has one location. Use classes for things like departments or product lines, and locations for things like stores, branches, or regions.
Can I rename "Class" and "Location" to something else?
Yes. Use the Custom Label fields in the Settings tab. Type whatever term fits your business and the change applies everywhere in the interface.
What happens when I deactivate a class or location?
It disappears from dropdown menus on new transactions, but it stays in your list. Past transactions that used it are not affected. You can reactivate it at any time.
Can I delete a class or location that has been used on transactions?
Yes. The system uses a soft delete — the class or location is removed from your list, but past transactions keep their reference to it. The historical data is preserved.
How many levels deep can I nest classes and locations?
Up to 5 levels. The level badge on each row tells you where it sits in the hierarchy.
Do I have to use both classes and locations?
No. You can enable classes only, locations only, or both. The Settings tab lets you turn each one on or off independently.