You can create a report showing tracking codes/classes in any of these three ways:
- In Reports, use the “New Report +” button to create a new P&L report for any set of codes set up in your accounting system. This will show all codes in that group across the page, in columns.
- In Reports, use the “Tracking Codes” selector button within an existing (or newly copied) tracking report to select one or more tracking codes to show across all columns; this can easily cover multiple time periods and/or budgets for that code or set of codes.
- In Reports, use “Edit Columns” in an existing (or newly copied) tracking report to select tracking codes by column, adding one or more tracking codes per column.
See details on each of these methods below.
For help setting up a consolidated report vs budget (by department, etc.), see this article.
1. Using the “New Report” Button for Tracking Codes
The easiest way to create a new report for tracking codes or classes is to go to Reports>New Report (left sidebar)> “P&L” (2nd to top button)>”Tracking Codes” (top bar toggle).
This will enable you to instantly select a code group for which to view all the tracking codes at once, one per column.
See below screenshots.
This option will create a new Tracking Codes report which you can further edit as per the “Edit Columns” option below.
New reports will not show the tracking code option for consolidated parent companies or companies without applicable Xero tracking codes or QuickBooks classes (those having either none or over 50 per category). See below for further options in these cases.
2. Using the Tracking Code Selector Button
If you wish to view one tracking code at a time (perhaps over multiple time periods and/or compared to a budget) or to create a tracking codes report in a consolidated parent company, you can edit or copy an existing tracking code report and then select the relevant tracking code(s) or class(es) to view.
To do this, go to Reports and select any P&L Tracking Codes or P&L Classes report from the list of reports on the left sidebar. (If you don’t have any of these in your sidebar list of reports, then contact admin@scalexp.com). Then use the selector at the top right of the Tracking Codes report to choose the code(s) on which you wish to report. Use “Edit Columns” as usual to change time periods and/or budgets to include in the report.
Hint: Use the search-bar at the top of the drop down menu to find the Code(s) or Class(es) quickly, particularly in consolidated companies
Save the report under a new name, to reflect the categories selected in that report. To rename the report, use the box at the top left of the report, showing the report name.
To create another report combination, copy the report, select a different set of codes and/or layout, change the name of the report, and save under the new name.
Remember that you can always use “Edit Columns” to add budget comparisons, change time periods, etc.
Don’t forget to rename your report each time you save a new version.
3. Using Edit Columns to select Tracking Codes
When viewing a report with tracking codes, you can also use “Edit Columns” to select any combination of tracking codes you wish to see, one or more per column. See screenshots below.
In Edit Columns, select “Add new preset” in the left hand sidebar and add columns for each tracking code or set of tracking codes to include. Select one or more individual tracking codes, “Remaining” for unassigned amounts, and/or “Tracking Category” to get all amounts, regardless of tracking code status. Name your preset, save, and “Exit”.
Don’t forget to rename your report to reflect the new tracking codes you have selected.
The below example shows a month’s P&L with all tracking codes plus all unassigned costs, adding to the total at the far right. This can be created using either “New Report +” , P&L, and setting the toggle for Tracking Codes, or by using “Edit Columns” in an existing tracking code report and adding columns for each of the desired tracking codes.
If you have 50 or more Xero Tracking Codes or QuickBooks Classes, tracking codes reporting is not an activated feature. To access this feature, you would need to reduce the total number to below 50 and then contact admin@scalexp.com.