Journal Entry in QuickBooks Online

How to Record a Journal Entry in QuickBooks Online Managing your business’s accounting are often complicated—even with the help of accounting software like QuickBooks. This being said, albeit you outsource your bookkeeping or accounting, it’s often helpful to know how some basic features work.

If you’re using QuickBooks Online, you'll be unclear on the way to make a journal entry. A journal entry, as a reminder, may be a transaction that’s entered on to your business’s ledger. So—how does one make a QuickBooks journal entry?

We’re here to interrupt it down. We’ll show you the five simple steps you'll follow to record a journal entry in QuickBooks Online and obtain a leg abreast of managing your accounting processes.

What Is a QuickBooks Journal Entry?

First, let’s clarify exactly what a QuickBooks journal entry is. Generally, QuickBooks will automatically record transactions as they occur—you’ll record an invoice, sales receipt, bill, check, etc.—and QuickBooks will pull this data into the overall ledger. Click now - Journal Entry in QuickBooks Online However, if you ever got to enter a transaction manually, wish to correct a mistake, for instance, you’ll want to use the journal entry feature within QuickBooks Online. once you post a journal entry in QuickBooks, or in the other accounting software, it must balance—any debit you create must have a corresponding credit and the other way around.

For example, as you’ll see below, if you’re recording a journal entry for a check you wrote for a year’s worth of insurance, you’ll got to list a debit to the insurance account and a credit to the bank account

How to Record a QuickBooks Journal Entry With the fundamentals in mind, let’s break down exactly the way to record a journal entry in QuickBooks.

As we mentioned, we’ll be using “prepaid insurance” during this example.

Step 1: Navigate to the journal entry feature.

The first step is simple—you’ll got to navigate to the section of your QuickBooks Online software that permits you to post journal entries. If you click the + icon at the highest right of your file, you’ll see a dropdown menu called “Create” that lists “Journal Entry” within the farthest column on the righthand side.

Once you’ve clicked “Journal Entry” you’ll navigate to the entry itself to fill within the necessary information.

Step 2: Fill within the date and journal number.

As you'll see below, the journal entry form in QuickBooks Online is fairly simple. Once you’ve mentioned this type, you’ll want to first edit the journal date. QuickBooks will automatically pull within the current date, so if you’re recording a journal entry from a previous month or day, you’ll want to make certain to enter the right date.

Next, you’ll want to fill within the journal number. during this example, the journal number is 151— QuickBooks will automatically number any new journal entries sequentially following this number (in other words, subsequent one would be 152).

Step 3: Enter the right accounts within the “Category” column.

In this example, we’re creating a journal entry for prepaid rental insurance. Because rental insurance is usually prepaid for a month or a year, it’s considered an “other current asset” to start out, but must be expensed out because the year goes on, monthly. This being said, you'll book the prepaid asset employing a check, but you'll use a general journal entry also.

With this in mind, we’ll be adding two accounts within the category column. the primary account, from your chart of accounts, is that the “Company bank account.” this is often the account which will be losing the cash once you buy your rental insurance. The second account, on the opposite hand, is that the “Prepaid Insurance Account.” this is often the account which will be gaining the cash you’re using to prepay for your insurance for the year. In any QuickBooks journal entry, there'll always be two accounts, one to credit and one to debit.

Step 4: Enter the debit and credit amounts.

Once you’ve pulled the right accounts, you’ll fill within the corresponding debits and credits. As you'll see, rental insurance costs $1,200—so you'd add a credit to the bank account and a debit to the prepaid insurance account.

By the character of a journal entry, you’re impacting your books, in other words, the overall ledger.

However, it’s also important that a journal entry is usually balanced. The debit column has got to balance the credit column, regardless of what percentage lines the entry is. Therefore, if you were listing multiple payments within this one entry, you'd need to make sure that the debits and credits were equal at the top of the entry. Click now - Journal Entry in QuickBooks Online

Step 5: Add an outline and save.

The final step needed to finish your QuickBooks journal entry is to feature an outline. As you'll see in our example above, the outline explains that this journal entry is preparing for rental insurance. After you’ve filled within the description, you’ll save the journal entry and shut it.

Ultimately, it’s fairly simple to record a journal entry in QuickBooks Online. This being said, a QuickBooks journal entry is probably the clearest example of double-entry accounting—when something is debited, something else is usually credited. during this way, every transaction within QuickBooks is often thought of sort of a journal entry.

A customer invoice, for instance, debits assets and credits revenue. A vendor bill, on the opposite hand, credits account payable and debits the value of products sold or expenses. during this way, regardless of what transaction you enter into QuickBooks Online a journal entry goes on behind the scenes.

The Bottom Line At the top of the day, once you’ve seen it step-by-step, it’s fairly easy to form and record a QuickBooks journal entry. Although QuickBooks typically will perform this function behind the scenes, it’s important to understand the way to roll in the hay yourself, just in case you would like to edit an error or maybe just manually enter a transaction.