How to Make, Enter, Edit & Delete Journal Entries in QuickBooks?

A journal entry in QuickBooks records debits and credits for transactions not handled automatically. You make, enter, edit, or delete entries to correct mistakes, allocate expenses, record non-cash items, move funds, or balance accounts. These actions help maintain accurate financial statements and compliance.

Before creating or changing entries, ensure you understand accounting rules, verify debit and credit amounts, and confirm account accuracy. This article explains what a journal entry is, when to use it, and step-by-step instructions for making/creating/adding, editing, deleting, and restoring entries in QuickBooks Desktop and Online.

What is a Journal Entry in QuickBooks?

A journal entry in QuickBooks lets you enter debits and credits directly. Use it for transactions that automatic features cannot process. Examples include depreciation, corrections, accruals, or fund transfers between accounts. For instance, you may move money between expense and income accounts.

Only create journal entries if you understand accounting rules or have guidance from an accountant.

When to Use a Journal Entry?

Use journal entries in the following cases:

• Adjusting Entries: Record accruals, prepayments, and depreciation.
• Non-cash Transactions: Record items like asset depreciation.
• Internal Transfers: Move funds between accounts, such as from an asset to an expense account.
• Corrections: Fix errors or balance accounts.
• Account Balancing: Adjust records to meet accounting or reporting needs.

How to Make a Journal Entry in QuickBooks Desktop (QBDT)?

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

Step 1 – Open the Journal Entry Window

• Go to the Company menu.
• Select Make General Journal Entries.

Step 2 – Add Debits and Credits

• Enter details in the required fields.
• Ensure the debit amount matches the credit amount.

Step 3 – Save and Review

• Lastly, click on the Save or Save & Close button.

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.

How to Create a Journal Entry in QuickBooks Online (QBO)?

In QBO, journal entries help you balance accounts when regular forms are not enough.

Here are the steps to make journal entry in QuickBooks Online:

Step 1 – Go to the +New Button

• Click on + New.
• Select Journal Entry.

Step 2 – Enter Account Details

• On the first line, choose an account from the Account field. Enter the amount in the Debit or Credit column based on the type of entry you need.
• On the second line, select the other account where the money is coming from or going to. Enter the same amount in the opposite column.
• Review both lines. The Debit column on one line and the Credit column on the other should show the same amount. This confirms the accounts are balanced.

Step 3 – Fill out the Memo Section and Save It

• Provide details in the meme section.
• Lastly, click on the Save and Close or Save and New button.

How to Edit a Journal Entry in QuickBooks?

You may need to edit journal entries if details were entered incorrectly or if adjustments are required. Follow these steps to edit journal entry in QuickBooks:

Editing in QuickBooks Desktop

1. Click on Company menu.
2. Choose Make General Journal Entries.
3. Look for the journal entry that needs editing and then click on it.
   • Windows Users: Click on ‘Find’ and fill out the required details, such as Name, Date, Entry No., or Amount, and then click ‘Find’.
   • MacBook or iMac Users: From the list displayed on the left of the Make Journal Entries window, look for and select the journal entry.
4. Double-click on the journal entry (in Windows) or simply select it (in Mac). After this, make the required updates.
5. Once done, click on Save & Close or Save.
6. To save the changes made, click on Yes.

Editing in QuickBooks Online

1. Click the Settings (Gear) icon.
2. Select Chart of Accounts.
3. Find the account linked to the entry.
4. Click Account History.
5. Locate the journal entry marked as “Journal” in the Reference Number and Type column.
6. Expand the entry and click Edit.
7. Make updates and click Save.

In case you need more help finding specific transactions across both versions, see How to Find/View Journal Entries in QuickBooks Desktop & Online.

How to Delete or Void a Journal Entry in QuickBooks?

Deleting or voiding a journal entry is required when the entry was added in error and should not affect your accounts.

Check out these steps to delete journal entry in QuickBooks:

Deleting in QuickBooks Desktop

1. Click on the Company menu.
2. Choose Make General Journal Entries.
3. Look for the journal entry that needs editing and then click on it.
4. Windows Users: Click on ‘Find’ and fill out the required details, such as Name, Date, Entry No., or Amount, and then click ‘Find’.
5. MacBook or iMac Users: From the list displayed on the left of the Make Journal Entries window, look for and select the journal entry you want to delete.
6. To delete the selected journal entry:
7. Windows users must double-click on the journal entry and then click on Delete or Void. After this, hit the OK button.
8. Mac users can click on Edit menu and then choose Delete General Journal.
9. Hit the Save and Close button to secure the changes made.

Need to remove multiple records at once? Learn to Delete Multiple Journal Entries in QuickBooks.

Deleting in QuickBooks Online

1. Click the Settings (Gear) icon.
2. Select Chart of Accounts.
3. Locate the account linked to the entry.
4. Click Account History.
5. Find the entry marked as “Journal” in the Reference Number and Type column.
6. Expand the entry and click Delete.
7. Confirm by clicking OK.

Check out our detailed guide on How to Delete a Journal Entry in QuickBooks Online.

How to Restore a Deleted Journal Entry?

You can check the details of a deleted journal entry using the Audit Log. This allows you to recover the information and recreate the entry if needed. Here’s how to restore deleted journal entry in QuickBooks by recovering its details and saving it again.

View the Deleted Journal Entry

Follow these steps to see the details of the deleted entry:

• Click the Gear icon and select Audit Log.
• Click Filter and 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.
• Locate the deleted journal entry and click View.
• Review the history and note the details.

Recreate the Journal Entry

Once you have the details, you can re-enter the transaction. Follow these steps:

• Click the Create menu (+) and select Journal Entry.
• Enter the journal date and the noted details.
• Click Save and Close.

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

Common Mistakes with Journal Entries

Users often make mistakes that affect the accuracy of financial records. Some of the most common include:

• Selecting the wrong accounts for transactions.
• Reversing debit and credit entries.
• Entering duplicate transactions.
• Using incorrect transaction dates.
• Forgetting to add memos for clarity.

To double-check accuracy after making edits or corrections, revisit our guide on How to View Journal Entries in QuickBooks Online.

How to Avoid Facing Common Problems Related to Journal Entries?

You can reduce errors by following simple checks before and after posting entries:

• Review account selection and transaction dates.
• Confirm that debit and credit amounts match.
• Always add clear and descriptive memos.
• Use the Audit Log or reports to track past entries.
• Seek guidance from an accountant if unsure.

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