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How to Create Journal Entries in QuickBooks Desktop
- QBA Services LLC
- Sep 29, 2023
- 3 min read
Updated: Apr 15, 2024
Introduction
Journal entries serve as a key method for recording complex financial transactions in accounting. While QuickBooks Desktop has automated a great deal of traditional bookkeeping tasks, there are still occasions where you may need to create manual journal entries. This guide walks you through how to create journal entries in QuickBooks Desktop efficiently and accurately.
Table of Contents
1. Why Use Journal Entries?
Adjusting Entries: To correct accounting mistakes.
Depreciation: To account for the loss in value of assets over time.
Debt Payments: To record complex debt or loan transactions.
Inter-Company Transfers: For moving funds between different accounts or sub-accounts.
2. Before You Begin
Consult an Expert: Journal entries can be complex. Consult a financial advisor or an accountant before making entries.
Backup Data: Always backup your QuickBooks data before making any significant changes.
3. Step-By-Step Guide to Creating Journal Entries
Step 1: Navigate to the Journal Entry Window
Open QuickBooks Desktop and go to Company > Make General Journal Entries.
Step 2: Choose the Date and Journal Entry Number
Select the date for the journal entry in the “Date” field.
QuickBooks automatically populates the “Entry No.” field. Modify it if needed.
Step 3: Enter Debit and Credit Information
Fill in the accounts that will be debited and credited.
Enter the debit or credit amount in the corresponding columns.
Step 4: Add a Memo (Optional)
You can add a memo to describe the purpose or additional details about the journal entry.
Step 5: Assign Classes or Customer: Jobs (Optional)
If you use class tracking or need to allocate the entry to specific customers, add that information.
Step 6: Verify & Save
Review all the details to ensure accuracy.
Click on Save & Close to complete the entry, or Save & New to save and create another entry.
4. Common Mistakes to Avoid
Incorrect Accounts: Always double-check that you're debiting and crediting the appropriate accounts.
Imbalanced Entries: The total debit and credit amounts must be equal.
Omitting Details: Forgetting to include a memo or other identifying details can create confusion later.
5. FAQs & Troubleshooting
Can I Edit a Journal Entry?: Yes, but make sure to consult an accountant, as changes could affect your financial reports.
How Do I Delete a Journal Entry?: Navigate to the original entry and click on Edit > Delete General Journal.
6. Conclusion
Creating journal entries in QuickBooks Desktop is an essential skill for anyone who needs to record complex financial transactions. While the software automates many accounting tasks, understanding how to manually make a journal entry gives you greater control and flexibility over your financial data.
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