How to Edit, Delete, or Void a Journal Entries in QuickBooks (Desktop & Online)

Journal entries in QuickBooks are records where you manually enter debits and credits to track transactions that standard forms cannot handle. Managing journal entries requires careful attention to detail because even a small change can impact your reports and account balances. In many cases, QuickBooks displays specific messages when such actions are restricted.

“You can’t delete or edit this transaction because it is in a closed period.”

“This transaction is linked to others and cannot be deleted.”

“You do not have sufficient permissions to perform this action.”

To manage journal entries successfully, you must ensure you have admin access, keep the accounting period open, verify that entries are not reconciled or linked, and create a backup of your data.

In this article, you will get a complete guide on how to create, edit, delete, void, and reverse journal entries in QuickBooks Desktop & QuickBooks Online, along with the best practices, and more.

Understanding Journal Entries in QuickBooks

A journal entry in QuickBooks allows you to manually record debits and credits directly into your accounting system. It is typically used for transactions that cannot be handled through QuickBooks’ standard forms, like invoices, bills, or expenses. These entries are essential for maintaining accurate financial records when dealing with adjustments, corrections, or non-routine transactions. For example, you might use a journal entry to record depreciation, adjust accrued expenses, or transfer amounts between accounts, such as moving funds from an expense account to an income account.

When and Why to Use a Journal Entry?

Journal entries in QuickBooks are used when you need to manually record or adjust financial transactions that cannot be handled through standard forms like invoices, bills, or expenses.

You should use journal entries in the following situations:

• Adjusting Entries: To record accruals, prepayments, and depreciation at the end of an accounting period
• Non-cash Transactions: To account for items like asset depreciation or amortization
• Internal Transfers: To move funds between accounts, such as from an asset account to an expense account
• Corrections: To fix errors or reclassify amounts between accounts
• Account Balancing: To ensure your books align with financial reports and accounting standards

Importance of Data Integrity and Caution When Deleting

Maintaining data integrity is critical when working with journal entries in QuickBooks. Since these entries directly affect your general ledger, any modification, especially deletion, can have a significant impact on your financial reports, including profit and loss statements and balance sheets.

Deleting a journal entry removes it permanently from your records, which can lead to discrepancies if that entry was linked to other transactions or used in reconciliations. This is why QuickBooks often restricts deletion under certain conditions, such as closed accounting periods or insufficient user permissions. Even small changes can disrupt account balances and create inconsistencies in reporting.

Before deleting any journal entry, it’s important to:

• Verify whether the entry is tied to other transactions
• Check if the accounting period is closed or reconciled
• Ensure you have a backup of your company file
• Consider safer alternatives like voiding or reversing the entry instead of deleting it.

How to Create a Journal Entry in QuickBooks (Quick Recap)

Creating a journal entry in QuickBooks helps you manually record debits and credits for transactions not captured automatically. Follow these steps to make journal entry in QuickBooks Desktop and Online:

Creating Journal Entries in QuickBooks Desktop (QBDT)

Creating a journal entry in QuickBooks Desktop helps you manually record debits and credits for transactions that are not captured automatically. Follow the structured steps below to ensure accurate and balanced entries.

Step 1. Access the Journal Entry Feature

To begin, you need to open the journal entry window where all entries are created and managed.

• Go to the Company menu
• Select Make General Journal Entries
• The journal entry screen will open

Step 2. Enter Basic Transaction Details

This step ensures your entry is properly identified and recorded in the correct period.

• Enter the Date of the transaction
• Add an Entry No. (reference number)
• Verify the accounting period is correct

Step 3. Select Accounts for Debit and Credit

Here, you define which accounts are affected by the transaction.

• Choose accounts from the Account column
• Assign one or more accounts for debit and credit
• Ensure correct account classification (asset, expense, income, etc.)

Step 4. Input Debit and Credit Amounts

Accurate amounts are essential to maintain balanced financial records.

• Enter values in the Debit or Credit columns
• Make sure total debits equal total credits
• Double-check figures to avoid errors

Step 5. Add Memos or Class Details (Optional)

Additional details help in tracking and understanding the purpose of the entry.

• Add a Memo describing the transaction
• Assign a Class if using class tracking
• Include any relevant notes for future reference

Step 6. Save and Review the Journal Entry

Before finalizing, review the entry to ensure everything is correct.

• Click Save & Close or Save & New
• Recheck all entered details
• Confirm the entry is properly recorded in your books

Once you’ve created your entry, you may also want to learn How to View General Journal Entries in QuickBooks Desktop for easier tracking and reporting.

Creating Journal Entries in QuickBooks Online (QBO)

In QuickBooks Online, journal entries are used to manually record debits and credits when standard transaction forms (like invoices or expenses) are not sufficient. These entries help ensure your accounts remain accurate and balanced.

Step 1. Access the Journal Entry Form

Start by opening the journal entry screen from the main dashboard.

• Click on the + New button in the left-hand menu
• Select Journal Entry from the options
• The journal entry form will open

Step 2. Enter Date and Reference Details

This step ensures your transaction is recorded in the correct accounting period.

• Enter the Transaction Date
• Verify or enter the Journal Number (Entry No.)
• Confirm details match your records

Step 3. Select Accounts for Debit and Credit

Choose the accounts involved in the transaction from the chart of accounts.

• On the first line, select an account from the Account field
• On the second line, select the corresponding account
• Ensure you are selecting the correct account types

Step 4. Input Debit and Credit Amounts

Enter the transaction amounts carefully to maintain a proper balance.

• Enter the amount in the Debit column for one account
• Enter the same amount in the Credit column for the other account
• Make sure total debits equal total credits

Step 5. Add Memo and Supporting Details

Provide context to make the journal entry easier to understand later.

• Add a Memo/Description explaining the purpose of the entry
• Attach supporting documents if needed
• Include any relevant notes for clarity

Step 6. Save and Review the Entry

Finalize the entry after verifying all details are correct.

• Click Save and Close or Save and New
• Review both debit and credit lines for accuracy
• Ensure the entry is properly recorded and balanced

In case you need more help finding specific transactions across both versions, see View Journal Entries in QuickBooks Online.

How to Edit an Existing Journal Entry in QuickBooks

Editing a journal entry in QuickBooks allows you to correct mistakes or update transaction details without creating a new entry. However, you should ensure the entry is not locked, reconciled, or part of a closed accounting period before making changes.

Edit an Existing Journal Entry in QuickBooks Desktop

To edit a journal entry in QuickBooks Desktop, you need to locate the specific entry and update its details carefully.

Step 1. Access the Journal Entry Section

To begin editing in Desktop, you need to open the journal entry window from the Company menu.

• Click on the Company menu
• Select Make General Journal Entries
• The journal entry screen will open

Step 2. Locate the Journal Entry to Edit

Finding the correct entry ensures you modify the right transaction without affecting others.

• Windows Users: Click Find and enter details like Name, Date, Entry No., or Amount, then click Find.
• Mac Users: Browse the list in the left panel
• Select the journal entry you want to edit

Step 3. Open and Modify the Entry

Once located, you can open the entry and make necessary updates.

• Windows: Double-click the journal entry
• Mac: Select the entry directly
• Edit details such as accounts, debit/credit amounts, or memo

Step 4. Save Changes in Desktop

After making updates, you must save the changes to apply them.

• Click Save & Close or Save
• When prompted, click Yes to confirm
• Ensure the changes are successfully recorded

Edit an Existing Journal Entry in QuickBooks Online

To edit a journal entry in QuickBooks Online, you need to access it through the Chart of Accounts and update the transaction details directly.

Step 1. Access Journal Entry via Chart of Accounts (Online)

In the online version, journal entries are accessed through the Chart of Accounts.

• Click the Settings (Gear) icon
• Select Chart of Accounts
• Find the relevant account linked to the journal entry

Step 2. Edit and Save the Entry (Online)

After locating the entry, you can edit and save it with updated information.

• Click Account History
• Locate the entry marked as “Journal.”
• Expand the entry and click Edit
• Make necessary changes
• Click Save to apply updates

Deleting, Voiding, or Reversing Journal Entries in QuickBooks (Desktop/Online)

In QuickBooks, there are multiple ways to correct or remove journal entries, including deleting, voiding, or reversing, and each method serves a different purpose depending on how you want the change to impact your financial records.

The Difference Between Delete, Void, and Reverse

In QuickBooks, delete, void, and reverse are three distinct actions used to correct or manage journal entries. Each option serves a different purpose and has a unique impact on your financial records and audit trail, so choosing the right one is essential.

Delete a Journal Entry

Deleting a journal entry completely removes it from your books, as if it never existed.

• What it does: Permanently erases the transaction; it will no longer appear in reports
• Best for: Entries created by mistake (e.g., duplicate or incorrect entries) in an open accounting period
• Impact: Irreversible and removes the entry from the audit trail
• Note: Use with caution, especially if the entry is linked to other transactions

Void a Journal Entry

Voiding cancels the financial impact of an entry while keeping a record of it in the system.

• What it does: Sets the total amount to zero but retains the original entry marked as “void”
• Best for: Transactions that need to be canceled but should remain for audit or tracking purposes
• Impact: Preserves a clear audit trail and maintains historical accuracy
• Note: Often preferred over deleting for better record-keeping and compliance

Reverse a Journal Entry

Reversing creates a new entry that offsets the original transaction without deleting it.

• What it does: Generates a new journal entry with opposite debit and credit amounts
• Best for: Correcting errors or shifting transactions between accounting periods while keeping the original entry intact
• Impact: Both the original and reversal entries exist, balancing each other to zero
• Additional Detail: The reversed entry often carries the original reference number with an “R” added (e.g., Journal 123 < Journal 123R)
• Availability: Commonly used in QuickBooks Online

How to Delete an Individual Entry (Desktop & Online)

Deleting a journal entry in QuickBooks should be done carefully, as it permanently removes the transaction from your records. Below are the steps for both the Desktop and Online versions.

For QuickBooks Desktop

Here are the quick steps to delete an individual entry in QuickBooks Desktop.

Step 1. Locate the Journal Entry

First, you need to access and identify the journal entry you want to delete.

• Click on the Company menu
• Select Make General Journal Entries
• Search for the required entry:
  • Windows Users: Click Find, enter details like Name, Date, Entry No., or Amount, then click Find
  • Mac Users: Browse the list in the left panel and select the entry

Step 2. Open the Entry for Deletion

Once located, open the journal entry to proceed with deletion.

• Windows Users: Double-click the journal entry
• Mac Users: Select the entry directly from the list

Step 3. Delete the Journal Entry

After opening the entry, you can remove it from your records.

• Windows Users: Click Delete (or Void, if preferred), then click OK
• Mac Users: Go to the Edit menu and choose Delete General Journal

Step 4. Save Changes in Desktop

Finally, confirm and save the deletion to apply the changes.

• Click Save & Close
• Ensure the entry is removed from your records

For QuickBooks Online

Here are the steps to ensure you can safely delete individual journal entries in QuickBooks Online while minimizing the risk of errors in your financial records.

Step 1. Locate the Journal Entry

In QuickBooks Online, journal entries are accessed through the Chart of Accounts or search function.

• Go to Transactions > Chart of Accounts
• Or use the Search (magnifying glass) to find the entry

Step 2. Open and Delete the Entry

After locating the entry, open it and proceed with deletion.

• Click View Register or open the transaction directly
• Select the journal entry
• Click Delete (often under the More option)

Step 3. Confirm Deletion (Online)

You must confirm the action to remove the entry permanently.

• Click Yes to confirm deletion
• Verify that the entry no longer appears in the register

How to Void a Journal Entry in QuickBooks (Desktop/Online?

Voiding a journal entry in QuickBooks cancels its financial impact while keeping the record intact for audit purposes. This is often preferred over deleting because it maintains transparency and preserves your transaction history.

For QuickBooks Desktop

Step 1. Locate and Open the Journal Entry

First, you need to find and open the journal entry in QuickBooks Desktop.

• Go to the Company menu
• Click Make General Journal Entries
• Search for the entry using Find (Windows) or browse the list (Mac)
• Open the entry:
  • Windows: Double-click the journal entry
  • Mac: Select the entry

Step 2. Void the Journal Entry

Once the entry is open, you can void it to remove its financial effect.

• Click on the Edit menu
• Select Void General Journal (if available) or use the Void option
• The system will set debit and credit amounts to zero

Step 3. Save and Verify

After voiding, save the changes and confirm the update.

• Click Save & Close
• Verify the entry shows as voided with zero amounts
• Check reports to ensure no financial impact remains

For QuickBooks Online

Step 1. Locate and Open the Journal Entry

In QuickBooks Online, journal entries are accessed through account history.

• Click the Settings (Gear) icon
• Select Chart of Accounts
• Find the related account and click Account History
• Locate the journal entry (marked as “Journal”)
• Open or expand the entry

Step 2. Void the Journal Entry

After opening the entry, apply the void option if available.

• Click on the More option at the bottom
• Select Void
• Confirm the action when prompted
• The system will automatically set amounts to zero

Step 3. Save and Verify

Finally, ensure the void action is properly recorded.

• Click Save
• Confirm the entry status shows voided
• Review reports to ensure balances are unaffected

How to Reverse a Journal Entry in QuickBooks Online

If you prefer not to delete a journal entry permanently, you can reverse it in QuickBooks Online. Reversing creates a new journal entry with opposite debit and credit amounts, effectively canceling out the original transaction while keeping both records for reference.

Step 1. Access the Chart of Accounts

To begin, you need to navigate to the account where the journal entry is recorded.

• Open QuickBooks Online
• Click on the Settings (Gear) icon
• Select Chart of Accounts

Step 2. Locate the Journal Entry

Next, find the specific journal entry you want to reverse.

• Identify the account containing the entry
• Click on Account History
• Look for the entry marked as “Journal” in the Reference or Type column

Step 3. Open the Journal Entry

Once located, expand the entry to access editing options.

• Click on the journal entry to expand it
• Select Edit

Step 4. Reverse the Journal Entry

Now, create a reversing entry to offset the original transaction.

• Click on Reverse
• QuickBooks will automatically generate a new entry with opposite amounts

Step 5. Save and Verify

Finally, save the reversed entry and confirm the changes.

• Click Save
• Verify that both the original and reversing entries appear
• Ensure the accounts are balanced and the net effect is zero

Bulk Actions: Deleting Multiple Journal Entries

Managing multiple journal entries in QuickBooks Online can be time-consuming if done individually. Bulk actions help streamline the process, allowing you to remove or clean up multiple transactions efficiently while maintaining control over your data.

Batch Deletion Methods in QuickBooks

QuickBooks Online provides a way to handle multiple transactions through batch actions, especially for entries coming through banking feeds.

• Go to the Banking menu
• Select the relevant bank or credit card account
• Click on the Review tab
• Mark the entries you want to delete
• Click on Batch Actions < Exclude Selected
• Switch to the Excluded tab
• Select the same transactions again
• Click on Batch Actions < Delete

This method helps you remove multiple entries at once, reducing manual effort and saving time.

Data Purge: Cleaning Up Old or Uncleared Transactions

If you need to remove all data and start fresh, QuickBooks Online offers a purge option (available only for certain accounts).

• Log in to your QuickBooks Online account
• In the browser URL, add /purge_company at the end
• Review the summary of items that will be deleted
• Type “Yes” to confirm
• Click on Wipe Data to complete the process

Managing Journal Entries: Best Practices and Technical Mapping

Proper management of journal entries in QuickBooks is essential to maintain accurate financial records and ensure smooth reporting. Following best practices and understanding how entries are structured helps prevent errors and simplifies corrections when needed.

Essential Fields for Journal Entry Mapping

Journal entry mapping refers to correctly assigning data fields so transactions are recorded accurately in your books.

• Date: Ensures the entry is recorded in the correct accounting period
• Account: Select the correct accounts for debit and credit (e.g., expense, income, asset)
• Debit and Credit Amounts: Must always be equal to maintain balanced books
• Name (Optional): Assign a customer, vendor, or employee if required
• Memo/Description: Add clear notes to explain the purpose of the entry
• Class/Location (if enabled): Helps in categorizing transactions for better reporting
• Reference Number: Useful for tracking and identifying entries later

How to Restore or Recreate a Deleted Entry

If a journal entry is deleted in QuickBooks Online, it cannot be directly restored. However, you can recover its details from the Audit Log and manually recreate it to maintain accurate records.

Step 1. Access the Audit Log

To begin, you need to open the Audit Log, where all transaction activities are recorded.

• Click the Gear icon
• Select Audit Log

Step 2. Apply Filters to Find Deleted Entries

Filtering helps you narrow down and locate the deleted journal entry quickly.

• Click Filter
• Choose All Users in the Users field
• Select All Dates in the Date field
• Under Events, check the Transactions box
• In the Show field, select Deleted/Voided Transactions
• Click Apply

Step 3. Locate the Deleted Journal Entry

Once filters are applied, identify the specific journal entry you want to restore.

• Scroll through the filtered results
• Find the deleted journal entry
• Click View to open its details

Step 4. Review and Note Entry Details

Before recreating, carefully review and record all necessary information.

• Check accounts used (debit/credit)
• Note amounts and transaction date
• Review memo and reference details
• Ensure all required fields are captured

Step 5. Recreate the Journal Entry

After collecting the details, manually create the journal entry again.

• Click the + Create menu
• Select Journal Entry
• Enter the journal date and recorded details
• Input the correct debit and credit amounts

Step 6. Save and Verify the Entry

Finally, save the recreated entry and confirm its accuracy.

• Click Save and Close
• Verify the entry appears correctly in reports
• Ensure accounts are properly balanced

In case you’re working with large data sets, consider Importing Journal Entries into QuickBooks Online or Import Journal enteries QuickBooks Desktop using Dancing Numbers for faster recovery.

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