Classes, departments, and locations let you track your spending and revenue according to the parts of your business they belong to, such as a project, team, or office. They come from your accounting software, you apply them to transactions in Mercury, and they sync back to the accounting software.
Which fields you'll see
The fields available in Mercury depend on your accounting software:
- Classes: QuickBooks Online and NetSuite
- Departments: NetSuite
- Locations*: QuickBooks Online
*In QuickBooks, the Location label can be used to mean Business, Department, Division, Location, Property, Store or Territory. In Mercury’s Accounting page and relevant assets, we represent these in the “QuickBooks Location” field, regardless of which Location label is selected in QuickBooks.
Who can use them
Classes, departments, and locations are available to organizations with an enriched QuickBooks Online or NetSuite integration. Only users with Accounting permissions can see them.
Note: Xero tracking categories aren’t supported yet. QuickBooks Simple Start doesn’t support classes, and QuickBooks location tracking is only available on certain plans.
Getting fields from your accounting software
Once your enriched integration is set up, Mercury imports your classes, departments, and locations automatically, and refreshes them on the same schedule as your GL codes.
To add or rename one, make the change in your accounting software. It will show up in Mercury after the next refresh. If you don’t see a field in Mercury, check that it’s turned on in your accounting software.
Categorizing transactions
On the Accounting page, each field has its own column. You can:
- Choose a value in the column for any transaction
- Open a transaction and set it in the details panel
- Select multiple transactions to set the same value for all of them at once
If you don’t use a field, you can hide its column from the Accounting page controls.
You can also add a class when you send money, pay a bill, or submit a reimbursement. Departments and locations can only be added from the Accounting page for now.
Syncing to your accounting software
When you sync a transaction, Mercury sends its class, department, or location along with the GL code, and fills in the matching field on the record in your accounting software. Once a transaction is synced, these fields can’t be edited in Mercury.
If your NetSuite account requires a department on every transaction, Mercury won’t sync a transaction without one. You’ll see a sync error so you can add the department and sync again.
Supported transaction types
You can tag all incoming and outgoing transactions except internal transfers and IO payoffs.
FAQs
Can I create classes, departments, or locations in Mercury?
No. You create and manage them in your accounting software, and Mercury pulls in the latest list.
How are these different from HR departments?
Departments under Settings > Departments organize your team in Mercury, for things like approvals and spend tracking. They’re separate from the departments in your accounting software, and the two aren’t linked.
Can I tag a line item with a class, or only the whole transaction?
You can assign classes to a transaction on the Accounting page, and to individual line items when you send money or pay a bill. In both cases, the class shows up on the line item when it syncs to your accounting software.
Can categorization rules set a department or location?
Not yet. For now, departments and locations can be assigned on the Accounting page, either to individual or multiple transactions selected in bulk.