Enabling Asset.Guru Categories for QuickBooks Online Class tracking
Brilliant! Simply follow the steps below:
1.) Refresh the connection to QuickBooks Online
Support article: "Refresh the connection from Asset.Guru to QuickBooks Online"
This step is only necessary if your organisation was last connected to QuickBooks Online prior to October 2024.
2.) Confirm the Admin accounting rules "Journal Grouping Strategy" and "Journal Category Inclusion" settings
Journal Grouping Strategy - this must be set to "Group by asset type" or "Do not group".
"Group by asset type" is the preferred default setting as "Do not group" can impact the journal posting performance as it's creating individual journals for every asset. For example if your org has 1,243 depreciating assets, then 1,243 depreciation journals will be created every month 😱
Journal Category Inclusion - Control if you would like for the journals created by Asset.Guru to include the category detail. By default, this is enabled.
3.) Add categories to assets
New assets - when adding a new asset, you'll find the Category section between the Financial Information section and the Tracking Details section:
- If Classes are not set up in QuickBooks Online, then the message "No active categories available" will be presented.
- If any changes are made to the Classes in QuickBooks Online, simply press the "Refresh" button to have those changes appear in Asset.Guru.
Existing Draft or Activated assets
Select Edit and you'll find the you'll find the Category section between the Financial Information panel and the Tracking Details panel as shown in the screen snip above.
Using the Bulk asset upload
When Classes in QuickBooks Online are enabled, the bulk import template .csv will include column E to enter the Category.
- Categories are not case sensitive
- If using sub-classes, the format for entering the text would be Class:sub-class.
- Example: Class is Research and the sub-class is Project A, the entry would be Research:Project A without any spaces before or after the ":".
- If no category columns appear, confirm that Classes are setup in QuickBooks Online along with confirming the connection from Asset.Guru to QuickBooks Online is enabled.
Using the Bulk edit
From the Asset Register:
- Simply search for the assets you'd like to apply the Category to
- Select the asset records using the check-box
- Press "Edit Selected Assets" button
- Apply the Category. Confirm. Job done. 👍
