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Record a journal entry in QuickBooks

Sometimes it is necessary to make adjustments to accounts in QuickBooks that cannot be performed in Point of Sale. This article describes the process of making journal entries in QuickBooks.

 In QuickBooks, journal entries are made in the Make General Journal Entry window. This option is available for accountants or users who prefer the traditional system of accounting in which transactions are entered into a general journal. If you are not an accountant, you might use the general journal to transfer amounts from one income or expense account to another, or from one class to another.

In order to complete your year-end activities, your accountant may instruct you to record miscellaneous journal entries in QuickBooks. Your accountant can provide you with specific information if this step is necessary.

Note: When making journal entries in QuickBooks, you need to know which account receives the debit and which account receives the credit side of the transaction. Consult your accountant or accounting professional if you need further guidance over which journal entries need to be debited or credited. Making journal entries in the Premier and Enterprise versions of QuickBooks displays a debit and credit total at the bottom of the grid, above where you see past journal entries. This feature is not available in Pro.

Detailed instructions
  1. Choose Company > Make General Journal Entries.
  2. (Optional) In the Make General Journal Entries window, change the Date field.
  3. If there is no number in the Entry No. field, enter a number for your journal entries. QuickBooks will automatically number subsequent journal entries.
  4. Enter General Journal Entry details - distribution lines:
    1. In the Account column, enter or select the first account in your transaction. If you are using an A/R (accounts receivable) or A/P (accounts payable) account, the first account in the General Journal transaction should be the accounts receivable or accounts payable account.
    2. In the Debit or Credit columns, enter the debit or credit amount for the account you selected in the previous step.
    3. (Optional) Enter a memo regarding the amount in the Memo column. This memo will appear on reports and will include the General Journal entry.
    4. Enter or select the customer, vendor, employee, or other name associated with the transaction in the Name column. Note: This is required for A/R or A/P accounts.
    5. (Optional) If you selected an expense account along with a customer or job, you can make the amount billable to the customer by clicking to check it in the Billable field.. To avoid billing the customer for an expense, be sure that the Billable field has no checkmark in it.
    6. (Optional) Assign a class to the amount.
    7. Repeat Steps 4a through 4f to enter distribution lines until the transaction reaches a zero balance. The total in the Debit column should equal the total in the Credit column.
  5. Click Save & Close to save the journal entry and close the window, or click Save & New to save the newly created journal entry.

NOTE:  If you want the Journal Entry information to show in the Vendor or Customer Center, the entry impacting the customer or vendor must be on the first line of the journal entry.  You cannot have multiple customers and/or vendors on a single journal entry and have the detail show in the Customer or Vendor center.

 If these steps do not resolve the issue, you can read discussions and post messages and questions relating to your issue on the Intuit QuickBooks Community site for free or you can contact a technical support agent for additional guidance. Fees may apply.

KB ID# HOW12658
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