In this guide, you'll learn how to easily manage Jack’s Categories feature. We'll cover three methods to add new categories – single additions, bulk import via CSV, and starting from an empty table. You'll also discover how to swiftly edit category details such as account code, name, icon, color, and visibility. Additionally, we'll guide you through archiving or permanently deleting categories for better organization and control.
Table of Contents
- About Categories
- How to Manage Categories in Jack
- Add Category
- Edit Category
- Archive and Delete Category
- Related Articles
About Categories
In Jack, Categories feature is the backbone of efficient financial operations. With this feature, you can neatly categorize expenses such as 'Office Supplies,' 'Travel Costs,' or 'Utilities', swiftly using the Jack platform. This powerful tool simplifies data organization, enabling seamless expense tracking, and comprehensive financial reporting. Learn more about the capabilities of the Categories feature in this article.
How to Manage Categories in Jack
Before diving into the intricacies of managing categories within Jack, it's crucial to grasp that this feature is designed for individuals trusted by your company. As a result, only Business Owners, Admins, and Bookkeepers have the privilege to manage categories. Managing categories involves actions such as adding new categories, editing information within existing ones, as well as archiving or removing unnecessary categories.
Add Category
Adding categories to your Jack account is a breeze. Categories help you organize your expenses efficiently, making financial management a piece of cake. You can add new categories only in Jack Portal. Here's how you can do it:
Add a Single Category
Login to your Jack Portal, then click your profile icon located at the bottom left corner of the screen.
Click Categories.
Inside the Categories page, click Add New Category.
In this case, we will add a new single category. Choose the Single category option in the pop up and click Continue.
Now, it's time to input the new category details. Fill in the Account Code, Category Name, and Description correctly. Then click Continue.
Customize your new category by selecting an Icon and Color. Click Continue.
Specify which team(s) from your company can use this category (you can choose more than one), and then click Create.
Congrats, you have added one new category to the list. You can monitor the newly created category in the Categories page inside the Active tab.
The addition will be notified to all team members to whom you have already assigned the new Category via email with the subject: "New category has been created!".
Business Owners, Admins, and Bookkeepers will be notified with the newly created category in their email, regardless of whether they are members of the assigned team or not.
Add Multiple Categories with an Empty Table
Login to your Jack Portal, then click your profile icon located at the bottom left corner of the screen.
Click Categories.
Inside the Categories page, click Add New Category.
In this case, we will add new multiple categories at once. Choose the Multiple categories option in the pop up and click Continue.
You'll be taken to an Empty Table where you can start adding new categories as needed. Fill in the category details, such as Account Code, Category Icon and Colour, Name, Description, and Visibility, correctly. There’s no maximum limitation on newly added categories.
If you have any issue related to duplicate categories, learn how to resolve the issue in this article.
Once you've finished, review it once again before clicking the Create button to submit.
If you want to edit multiple categories at once, you can check the box on the left of the row for each category you want to edit. The fields that you can change are; Category Icon, Icon Color, and Availability.
Congrats, you have added new categories to the list. You can monitor the newly created categories in the Categories page inside the Active tab.
The addition will be notified to all team members to whom you have already assigned the new categories via email with the subject: "[n] categories have been created!".
Business Owners, Admins, and Bookkeepers will be notified with a comprehensive list of newly created categories in their email, regardless of whether they are members of the assigned team or not.
Import Categories from a CSV File
Log in to your Jack Portal and click on your profile icon located at the bottom left corner of the screen.
Click Categories.
Inside the Categories page, click Add New Category.
In this case, we will add new categories by uploading the CSV file. Choose the Import from CSV option from the pop up and click Continue.
Download the CSV template from Jack, upload it, and click Continue.
Here's the preview of Jack's CSV template which you can use to add new categories in bulk:
You can check the category data details before importing it into your account. Ensure there are no duplicated categories. Click the Import button to submit.
If you want to edit multiple categories at once, you can check the box on the left of the row for each category you want to edit. The fields that you can change are; Category Icon, Icon Color, and Availability.
If you have any issue related to duplicate categories, learn how to resolve the issue in this article.
Congrats, you have added new categories to the list. You can monitor the newly created categories in the Categories page inside the Active tab.
The addition will be notified to all team members to whom you have already assigned the new categories via email with the subject: "[n] categories have been created!".
Business Owners, Admins, and Bookkeepers will be notified with a comprehensive list of newly created categories in their email, regardless of whether they are members of the assigned team or not.
Edit Category
Once you have set the list of categories for your company, you can easily make changes if needed anytime you want. You can only do it in the Jack Portal. There are two key aspects you can modify within a category:
Category Details
Category details encompass the Account Code, Category Name, Icon, and Colour. Here's how you can edit them:
Log in to your Jack Portal and click on your profile icon located at the bottom left corner of the screen.
Click on Categories.
On the Categories page, select the category you wish to edit.
On the Category Details page, click the pencil icon to the right of the category name.
In the Category Details pop up, you can edit the Account Code, Category Name, Icon, and Colour. Don't forget to click Save Changes when you're done. The change is updated in real time.
You can monitor the updated Category details on the Category Details page, including who edited the category and when the changes were made.
Category Availability
Category availability determines who can select the category for each transaction. Here's how you can make adjustments:
Log in to your Jack Portal and click on your profile icon located at the bottom left corner of the screen.
Click Categories.
On the Categories page, choose the category you want to modify.
On the Category Details page, click the Edit button.
Next, click on the Teams dropdown.
Select the teams you want to grant the ability to choose this category during transaction creation. Then click Save Change. The change is updated in real time.
You can monitor the updated category availability on the Category Details page.
The new availability will be notified to all team members who are assigned by that category via email with the subject: "Let’s select [Category name] category for transactions!".
On the other hand, all team members that are removed from seeing that category will get notified with a different email with the subject: "You can no longer select [Category name] category for transactions".
Archive and Delete Category
Managing your categories efficiently is a crucial part of keeping your workspace organized in Jack. In this section, we'll walk you through two key actions: Archiving and Permanent Deletion of categories. You can only do it in the Jack Portal.
Archive a Category
Archiving a category is a useful way to temporarily remove it from your active list, helping to declutter your workspace. By archiving a category, any transaction made forward cannot be categorized using the archived category anymore. However, the past transactions categorized using the archived category will not be impacted except if you wish to change it. Here's how to do it:
Log in to your Jack Portal and go to your profile icon located at the bottom left corner of the screen.
Select Categories.
On the Categories page, select the category you want to archive.
On the Category Details page, you'll see an icon to Archive, click it.
A confirmation pop up will appear. Click Yes, archive to confirm.
You have successfully archived one category from the list. You can monitor the Archived Category on the Archived tab.
The action to archive a category will be notified to all team members to whom you have already assigned the category via email with the subject: "[Category name] category has been archived".
Don't worry! you can reactivate the archived category whenever you need it by navigating into the Category Details page of the selected archived category you want to reactivate and click the Reactivate button.
Permanent Delete a Category
For categories you're certain you won't need in the future, you can choose the option of permanent deletion. However, exercise caution because this action is irreversible. Here's how to proceed:
Log in to your Jack Portal and go to your profile icon located at the bottom left corner of the screen.
Select Categories.
On the Categories page, click the Archived tab and select the category you want to permanently delete.
On the Category Details page, you'll find the red bin button. Click this only if you're sure you won't need this category anymore.
A confirmation pop up will appear. This action cannot be undone. Click Delete to confirm.
The deletion will be notified to all team members to whom you have already assigned the category via email with the subject: "[Category name] category has been deleted".
And that's it! You've successfully archived and permanently deleted categories in Jack. This will help you keep your system organized and clutter-free.
In summary, Jack's Categories feature is your go-to tool for streamlined financial operations. You can easily add, edit, and delete categories within the Jack Portal. Customize your categories, control visibility, and manage expenses effortlessly. With Jack, you're in complete command of your financial organization, ensuring efficient expense tracking and smarter financial management for your SME, startup, or enterprise.
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