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Entering a transaction in a bank account register

You can enter checks and deposits directly in a bank account register instead of using the Write Checks window and the Make Deposits window to create the transactions. In QuickBooks, a bank account register can represent a checking, savings, money market, or petty cash account.

Why use the register?

There are several reasons why you might prefer to work directly in a bank account register:

  • Speed: You can work more quickly in a register than you can if you fill out a separate check or deposit for each transaction. This is especially true if your checks have relatively few distribution lines and you do not need to track the costs of specific items.

  • You see the entire record of the account: When you're filling out a form such as the Write Checks window, the only transaction you see is the one you're entering. In contrast, a register shows you all the transactions in the account to date.

To do this task

  1. Open the register for the bank account you want to use.

    There are two ways to open a register:

    • To open a register from the chart of accounts, go to the Lists menu and click Chart of Accounts. Double-click the name of the account.

      Note: If the account is an income or expense account, a QuickReport appears instead of a register. Income and expense accounts do not have registers in QuickBooks.

    • To open the register for an individual customer or job, click Customer Center and click the Customers & Jobs tab. Right-click the customer or job and choose Use Register.

    See also

  2. Click in the blank entry at the end of the register.

  3. Enter the date, check or deposit number, and payee in these fields:

    Date

    The transaction date. Click the calendar icon, type the numeric date, or use these shortcut keys to enter or change the date:

    Press

    To change the date to

    +

    Next day

    -

    Previous day

    w (for week)

    1st day of the current week, then the 1st day of previous weeks

    k (for week)

    Last day of the current week, then the last day of subsequent weeks

    m (for month)

    1st day of the current month, then the 1st day of previous months

    h (for month)

    Last day of the current month, then the last day of subsequent months

    y (for year)

    1st day of the current year, then the 1st day of previous years

    r (for year)

    Last day of the current year, then the last day of subsequent years

    t (for today)

    Today's date

    Number

    The number of the transaction.

    Check numbers: If you are entering a new check, QuickBooks automatically increments the number, basing it on the number of the last handwritten check in the register. For example, if the last handwritten check was number 345, the new check is 346. This numbering sequence is different than the one used for printed checks. For printed checks, we suggest starting with a number that is considerably higher than your existing paper check numbers to avoid confusion between the two sets of checks. You establish a starting number for printed checks the first time you print them.

    To print: When the words "To print" appear in place of a check number, it means that the check is on the list of checks to be printed. When you print the check, QuickBooks replaces "To print" with the check number. By scrolling the register, you can see at a glance which checks remain to be printed.

    If you are entering a check that you intend to print later, clear the Number field and type T so that the field prefills with "To print." Don't worry about deleting the check number; it reappears when you print the check.

    Online payments: If you are making an online payment, clear the Number field and type S so that the field prefills with "Send." After the payment has been sent, QuickBooks displays a reference number and a lightning bolt in the Number field.

    Payee

    The name of the person or company who received the transaction.

    To do this task

    1. Click the drop-down arrow and then click the name.

    2. If the name is not on the list, enter the name in the Payee or Vendor field and press the Tab key.

    3. At the prompt, click one of these buttons:

      Click

      To do this

      Quick Add

      Add only the payee's name to your QuickBooks records.

      Set Up

      Add additional information about the payee (address, phone number, and so on) to your QuickBooks records.

      Deposits: QuickBooks does not require that you enter a "payee" for bank deposits. You can use the Payee field to enter information for your own use. For example, you could enter the name of the bank where you made the deposit. What you enter appears on all reports that include the deposit.

  4. Enter the amount:

    • For checks and fees: Enter the amount in the Payment field.

    • For deposits and interest earned: Enter the amount in the Deposit field.

  5. (Checks only) Enter the name of the account you use to track this type of expense.

    • If you are distributing the entire check to one account and you don't need to assign the amount to a customer, job, or class, choose the account from the drop-down list.

      or

    • Click Splits.

    How to enter split detail

    When you enter a transaction in a register, you can "split" the transaction across different accounts, customers, jobs, or classes, so that you can keep track of where your money goes more accurately. For example, if you write a check to a vendor for materials for two different jobs, you can allocate the correct amount from the check to each job.

    Important: From a register, you cannot view or enter a split transaction that includes items.

    To enter a new split transaction

    1. Click in the blank entry at the end of the register.

    2. If you want a different date from today's, click in the Date field and choose the correct date.

    3. Click in the Number or Ref field and review the number that prefills for you. Change the number if you want the transaction to have a different one.

    4. To mark the check as "To be Printed", enter T in the Number or Ref field.

      "To print" appears in place of the check number. (The check number reappears after you print the check.)

    5. Enter the payee, vendor, or other name.

    6. In the Payment field, enter the total amount of the transaction.

      If you don't know the total, leave the Amount field blank. QuickBooks totals the amount as you fill in the splits and displays it in the Payment field.

    7. Click the Splits button on the left side of the register, at the bottom.

      The splits area opens.

    8. In the Account field, enter an account.

    9. In the Amount field, enter the amount to be assigned to this account.

      QuickBooks subtracts the amount entered from the total amount and displays the remainder on the next free line of the Splits window. If you left the transaction amount blank, QuickBooks adds the split amount to the transaction amount.

    10. (Optional) In the Memo field, enter a note about the split amount.

    11. In the Customer:Job field, enter the name of a customer or job.

    12. If this expense should not be passed along to the customer, click in the Billable? column to clear the checkbox.

    13. If you are using classes to track additional information, enter a Class.

    14. Repeat steps 8 through 13 as needed.

    15. Click Record to record the transaction.

  6. (Deposits only) Enter the name of the account that is the source of the funds you are depositing.

    For example, if you converted a short-term asset into cash and you now want to add the cash to your checking account, you would enter the name of the short-term asset account.

  7. (Optional) In the Memo field, enter a note about the transaction.

    The memo appears on all reports that include the transaction, and, in the case of checks, near the bottom of the check face.

  8. Click Record.

Did the transaction disappear?

If you sort the register by date and you dated your transaction earlier than today, the transaction may disappear from view after moving to its correct chronological position in the register.

KB ID# H_REG_BANK_ENTER
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