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How to Make a Journal Entry in QuickBooks Online

How to Make a Journal Entry in QuickBooks Online

How to Make a Journal Entry in QuickBooks Online

In this blog post, we’ll guide you through everything you need to know how to make a journal entry in QuickBooks Online and show you how it can streamline your accounting processes. So let’s get started!

QuickBooks Online is a powerful tool that can help you manage your business finances with ease. Whether you’re running a small startup or an established company, QuickBooks Online offers a range of features to make your life easier. One such feature is the ability to make journal entries in QuickBooks. But wait – what exactly are journal entries? And how can they benefit your business? Don’t worry, we’ve got you covered!

What is QuickBooks Online?

QuickBooks Online is a cloud-based accounting software platform that streamlines financial management tasks for businesses of all sizes. It’s designed to help you manage your finances in one place, including invoicing, expense tracking, payroll, and more.

With QuickBooks Online, you can create customized invoices and quotes with ease. You can also track expenses by connecting your bank account or credit card to the platform. This allows you to categorize transactions and monitor cash flow.

One of the key benefits of QuickBooks Online is its accessibility – it’s available on any device with an internet connection. This means that you can manage your finances from anywhere at any time.

QuickBooks Online also offers integrations with other business tools like Shopify and PayPal. Plus, they offer a range of resources such as webinars and tutorials which make it easy for users to get started quickly.

QuickBooks Online provides an efficient way to manage finances for small- to medium-sized businesses without breaking the bank.

What is a Journal Entry in QuickBooks?

Journal Entry is an accounting transaction that records the company’s financial transactions in a chronological order. In QuickBooks, Journal Entries are used to record business transactions that don’t fit into any other account type. It can be used for adjusting entries, accruals, amortization or depreciation of fixed assets.

A journal entry consists of debits and credits. Debits refer to money taken out from the account while credits indicate money put into the account. For instance, if you make a payment for rent expense using your checking account, it will result in two entries – credit to cash and debit to rent expense.

Journal Entries allow businesses to keep track of their finances accurately and ensure all expenses are recorded correctly in the books. By recording journal entries systematically, businesses can easily prepare accurate balance sheets and income statements.

In QuickBooks Online, making a Journal Entry is easy with its user-friendly interface designed for non-accountants. A few clicks on “New” followed by “Journal Entry”, enter details such as date, accounts involved along with debit/credit amounts and save once done!

How to Make a Journal Entry in QuickBooks Online

Making a journal entry in QuickBooks Online is a simple and essential process for any business owner or accountant. By below given steps, you can easily create an accurate and detailed record of your financial transactions and ensure that your books are always up-to-date.

  1. Log in to your QuickBooks Online account and select the “Journals” tab.
  2. Select “Create Journal Entry” from the drop-down menu to begin entering information.
  3. Enter details of the transaction like date, description, and reference number (if applicable).
  4. Select debits and credits for each account affected by the transaction. Make sure that the debit and credit amounts are equal.
  5. Add any additional information like notes or attachments, if required.
  6. Review all the details and click “Save” to create the journal entry in QuickBooks Online.

Once the journal entry is created, it will be displayed in the Journals tab and can be used for future reference.

Remember to double-check all the information entered before saving the journal entry to avoid errors. And if you are unsure about making a journal entry, it’s best to seek help from a professional accountant or bookkeeper.

How to Edit and View a Journal Entry in QuickBooks Online

That’s it! You now know how to make a journal entry in QuickBooks Online. But what if you need to edit or view an existing entry? Don’t worry, it’s just as simple.

To edit a journal entry in QuickBooks Online, go back to the “Journal Entry” section and find the entry you want to change. Click on the transaction number and then click “Edit.” Make your changes and hit save.

To view a journal entry, go back to the “Journal Entry” section and find the transaction number of the entry you want to see. Click on it, and all of its details will appear on your screen.

Keeping accurate records is essential for any business owner, which is why mastering QuickBooks Online is such an important skill. With this guide under your belt, you’ll be well-equipped to handle any financial task that comes your way!

What are the Benefits of Making a Journal Entry in QuickBooks Online?

Making a journal entry in QuickBooks Online offers several benefits to business owners. One of the main advantages is that it helps you keep track of all your transactions accurately and efficiently.

By creating journal entries, you can record any adjustments needed for your financial statements, such as correcting errors or allocating expenses between different accounts. This ensures that your books remain up-to-date and accurate at all times.

Another benefit of using journal entries is that they help simplify the accounting process by reducing the need for multiple transactions. Instead, you can consolidate several transaction types into one entry, which saves time and effort.

Journal entries also allow businesses to maintain a comprehensive audit trail on their finances. By tracking every adjustment made through a journal entry, businesses have easy access to supporting documentation if ever there are questions about their financial records.

Making a journal entry in QuickBooks Online provides an efficient way for businesses to manage their finances accurately while saving time and simplifying the accounting process.

How to Use Journal Entries in QuickBooks Online

Journal entries are an essential part of bookkeeping for businesses using QuickBooks Online. They allow users to record transactions that don’t fit into other categories and adjust accounts as needed. Here’s how you can use journal entries in QuickBooks Online:

  • First, go to the “+” icon at the top of your dashboard and select “Journal Entry” under “Other.” Then, enter the date of the transaction, a brief description, and a memo if necessary.
  • Next, choose which accounts you want to debit and credit. Make sure they balance – debits should equal credits. If they don’t match up, double-check your work before saving.
  • You can also add lines to your entry if you need to include more than two accounts or amounts. And if you’re not sure which account(s) to use for a particular transaction, consult with your accountant.

It’s important to note that while journal entries are useful for adjusting balances or correcting errors in past accounting periods, they should be used sparingly going forward. Instead, try using other types of transactions like invoices and bills whenever possible.

Mastering how to use journal entries in QuickBooks Online is crucial for accurate bookkeeping practices but should only be used when necessary.

Pros and Cons of Journal Entry in QuickBooks

Journal entries are a powerful tool in QuickBooks Online, but like any other accounting process, they have their pros and cons. Let’s dive into some of the advantages and disadvantages of using journal entries.

One significant advantage of journal entries is that they can help you adjust your books when you need to make changes retrospectively. You might need to correct an error or transfer funds from one account to another after reconciling your bank statement, for example.

Another benefit is that journal entries provide a useful audit trail for anyone who needs to review the financial history of your business. As long as you ensure all transactions are accounted for in QuickBooks Online before closing out each period, it will be much easier to track down discrepancies if they occur.

However, there are also some potential drawbacks to consider when using journal entries. For one thing, creating manual bookkeeping records with journal entries requires careful attention because mistakes can cause problems down the road. Additionally, relying too heavily on this feature may lead you away from standard transactional processes and leave gaps in important information.

Though utilizing Journal Entries properly can be very beneficial but should always be executed with caution and precision over time so as not to create more work than necessary later on down the line.


Creating and using journal entries in QuickBooks Online can be a powerful tool for businesses to keep track of their financial transactions. With the step-by-step guide provided above, you should now have a clear understanding of how to make a journal entry in QuickBooks Online.

Using journal entries is not only beneficial for bookkeeping purposes but also helps with accurate financial reporting and analysis. However, it’s important to remember that improper use or overuse of journal entries can lead to inaccuracies and errors in your books.

Therefore, we recommend consulting with an accounting professional before making any significant changes or adjustments through journal entries. By doing so, you’ll ensure that your business stays organized and financially sound.

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