Payees, Classes, Locations, and Projects
Maintain the people, organizations, and tracking dimensions used on transactions and journals.
The client sidebar groups these lists near the top of the client book:
- Payees includes vendors, customers, and employees.
- Classes & Tags includes classes, locations, and projects.
They are available while coding Banking transactions, editing journal lines, building rules, and filtering reports.
Vendors
Use vendors for businesses or people the client pays. The Vendors page supports search, export, create, edit, and journal drill-down. It also includes vendor compliance tools such as 1099 status filters, bulk 1099 status changes, and W-9 requests.
You can merge duplicate vendors into one primary vendor. A merge moves linked records to the primary vendor, so review the selected source and target records before confirming. Delete is a separate bulk action and is appropriate only when the records and their links should be removed.
Customers
Use customers for parties that owe the client or appear on receivable activity. A customer can include a display name, email, billing address, and active status. The Customers page shows outstanding/open-invoice context and can export the current list to Excel.
From a selected customer, open related journal activity or edit the customer. Deactivating a customer retains prior links while removing it from normal active choices.
Employees
Use employees when a journal or payment needs to identify a worker separately from a vendor. Employee records can be selected as payees during coding. Keep payroll-specific source documents and journal support attached to the relevant accounting activity.
Classes, locations, and projects
These dimensions answer different reporting questions:
| Dimension | Typical use |
|---|---|
| Class | Department, service line, program, or business segment |
| Location | Store, office, property, or geographic operation |
| Project | Job, engagement, grant, or customer project |
Each list supports active/inactive records and basic create/edit/delete actions. Existing journal links remain when a record is deactivated. Deletion may be blocked when journal lines still use the record.
Use a consistent policy
Before review begins, decide which dimensions are required and document the policy in the client’s Bookkeeping Guide. Avoid creating near-duplicates such as New York, NY, and New York Office. For repeated activity, add the approved payee and tag choices to a narrow auto-coding rule.
Correct historical coding
In Banking, select one or more transactions, open Actions, and choose Set Tags to update Class, Location, and Project in one form. Leave any field unchanged to preserve its existing value, or choose the clear option to remove that tag. Posted transactions update every line in the linked journal entry. Pending transactions keep the selections and apply them when they are posted.
You can also use the related journal link from a payee detail view, or filter Journal Entries by payee, account, class, or other dimension. Make bulk changes only when every selected line should receive the same accounting treatment.