To create a journal entry:
Tip: If you have many journal entries to record, you may find it faster to enter them from the register (or account history) instead.
- Click Create (+) > Journal Entry.
- Under Journal date, enter the date the transaction took place.
- (Optional) Enter a Journal no. to help you identify the transaction in reports.
- Enter the first distribution line.
- Accounts: Any account on the chart of accounts.
- Journal Code (France only): Enter the journal code associated with the account. You can add a new journal code if needed. You must use the same journal code for both the debit and credit accounts associated with the transaction.
- Debits or Credits: Often the first line is Debits. After you save the transaction, find it in the Recent transactions report to see if Debit had the desired effect.
- Description: Optional. This description appears on reports showing transaction details.
Name: Choose a customer, vendor/supplier, or employee associated with the line, if any.
- If the Account is Accounts Payable (or Creditors, Trade and other creditors, or Trade and other payables), the Debit line must have a vendor/supplier.
- If the Account is Accounts Receivable (or Debtors, Trade and other debtors, or Trade and other receivables), the Debit line must have a customer.
- Location/Department: If you don't see it, location/department tracking is turned off.
- Class: If you don't see it, class tracking is turned off.
- Continue to enter distribution lines until the sum of the Debit column entries equals the sum of the Credit column entries.
- Tip: If you specify a Description or choose a Location/Department for a distribution line, the same Description or Location/Department automatically appears for the next distribution lines that you enter until you change the Memo or choose a different Location/Department.
- (Optional) Set a recurring journal entry schedule (click Make recurring).
- Click Save.
Note: Classes and Locations/Departments are only available in QuickBooks Online Plus
In order to have a journal entry show on either the Sales or Expense tab it must have a line for either Accounts Receivable or Accounts Payable and include the name of the customer or vendor.