Create, Reverse, Edit and Delete a Journal Entry in QuickBooks Desktop and Online

Here you will read how to create, reverse, edit or delete Journal Entry in QuickBooks Desktop for Windows or MAC and QuickBooks Online. QuickBooks has today turned into one of the best accounting tools that manufacturers and businesses are using. The software was created for small businesses and provides users with many features that can help users manage accounts.

QuickBooks Journal Entry

Journal entry is a handy feature that is made available within QuickBooks. Maintaining them is as easy as handling them manually. Thus if you have any transaction then create and delete a journal entry, Import journal entry QuickBooks, and Adjust the journal entry QuickBooks will make things easy to understand, but if you have any entry that has been wrongly created then delete them is now no more an issue. Just follow the steps above and you will be able to do that by yourself.

If you are using this tool then many times you might need a journal entry to get some kind of transaction into the QuickBooks database. Thus today we will guide you on.

• How to view journal entries in QuickBooks,
• How to edit a journal entry in QuickBooks and finally,
• How to delete a journal entry in QuickBooks.

• You have QuickBooks installed on your desktop. If you are looking to buy the program, then download the trial version, clicking on this link: “how to download QuickBooks“.
• You are not new to this accounting platform, but if you then check out: “how to get started with QuickBooks online“.
• You already have your company’s profile set up.
• If you are facing issues then click on this link: “how to set up multiple companies in QuickBooks“.

Record a Journal Entry in QuickBooks Desktop for Windows or Mac

The last resort for entering transactions is Journal entries. Use them only if you are familiar with accounting or if you advise your accountant’s advice. If you need one, you can also find an accountant.

• Manually enter debits and credits, like in traditional accounting systems.
• Transfer money between the income and expenses accounts.
• Money can be transferred from an equity, liability, or asset account to a revenue or cost account.

Step 1. Add a Journal Entry

Follow the below steps if you want to create a new journal entry.

• First, you have to go to the Company menu and then you have to select Make General Journal Entries.
• To create your journal entry you have to fill out the fields. When you are done you have to make sure your debits equal your credits.

Step 2. Edit a Journal Entry

Here’s what to do if you need to edit a journal entry:

• Select Make General Journal Entries from the Company menu.
• Locate and choose the entry in your journal entry that needs to edit.
  • QuickBooks for Windows– You have to select Find and then you have to enter the Name, Date, Entry no, or Amount in QuickBooks and then you have to select find.
  • QuickBooks for Mac– You have to find and then you have to select the journal entry from the list that is on the left side of the Make General Journal Entries window.
• Make your changes by selecting the journal entry (on a Mac) or double-clicking it (on a Windows computer).
• Select Save or Save & Close when finished.
• Select Yes to save the changes.

Step 3. Reverse a Journal Entry

• Select Make General Journal Entries from the Company menu.
• Find and select the journal entry you want to go back and reverse.
  • QuickBooks for Windows: Enter the Name, Date, Entry No., or Amount, then click Find after doing so.
  • QuickBooks for Mac: On the left side of the Make General Journal Entries window, locate and choose the journal entry you want to reverse.
• Then you have to select Reverse.
• You can choose Save or Save & Close.

Any debit and credit amounts have been reversed, and there is an R next to the entry number in the reversed journal entry. Following the original transaction date, the new entry is dated the first day of the next month.

Step 4. Delete a Journal Entry

Here’s what to do if you need to delete or void a journal entry:

• Select Make General Journal Entries from the Company menu.
• Find and then you have to select the journal entry that you need to delete:
  • QuickBooks for Windows: Enter the Name, Date, Entry No., or Amount, then click Find after doing so.
  • QuickBooks for Mac: From the list on the left side of the Make General Journal Entries window, find and choose the journal entry you wish to reverse.
• To delete the journal entry:
  • QuickBooks for Windows: Double-click the entry in the journal, choose Delete or Void, and then click OK.
  • QuickBooks for Mac: Select Delete General Journal from the Edit menu.
• Then you have to select Save and Close.

How to Edit Journal Entry in QuickBooks Desktop

Follow all steps and instructions on how to edit a journal entry in QuickBooks Desktop.

• First of all, click on the Company menu in the QuickBooks desktop account.
• Then click on the options Make General Journal Entries.
• Click on the Find.
• After that, provide the details in the Date, name, amount, and entry number field.
• Hit on the Find button below.
• For updates, double-click on the Journal entry and do the updates.
• When it is complete click on the Save and Close button.
• Click on the Yes button to record all the changes in it.

Steps to Delete a Journal Entry in QuickBooks Desktop

• Click “Lists” at the top of the screen: and select the list that has the entry you want to delete.
• The list opens on the screen, providing access to all of the list’s entries.
• Click the entry that you want to delete to highlight it: Do not double-click the entry or a window appears on the screen, preventing you from deleting the entry.
• If you do double-click the entry, close the window by clicking the “X” in the upper right corner of the window.
• Click “Edit” in the top menu and select “Delete X,”: with the name of the list in place of the “X.”

Alternative Way to Delete Journal Entry in QuickBooks.

• Click on the “Company’s tab”.
• This you can find on the upper menu of your screen.
• Now select “Make Journal Entries.”
• Click the “Previous” or “Next” buttons.
• Continue to do that until you see the entry you want to delete.
• Click the “Edit” option in the upper menu and select “Delete General Journal”.

Reverse or Delete a Journal Entry in QuickBooks Online

Only in extreme cases or with your accountant’s help you can create journal entries. To update you can reverse a journal entry and correct if needed. You can also delete the entry if you accidentally create it.

To Reverse a Journal Entry

These steps should be followed if you need to split a transaction over two accounting periods or correct a debit and credit error. The debits and credits are simply reversed; the original journal entry is not deleted.

• You have to choose Settings and after that click on Chart of Accounts.
• Then you have to find the account for which you made the journal entry. Select View register next.
• In the account register, locate the journal entry. The Ref No. or Type column needs to have the word “Journal” in it.
• To expand the view you have to select the relevant journal entry. Then you have to select Edit.
• Now you have to select Reverse
• At last, you have to choose Save.

QuickBooks creates a new journal entry to balance a reversed journal item. This is a record of the change that you have made. It contains somewhat different data.

• The new journal entry adds the letter R while retaining the old journal number. This indicates that it is reconciled.
• The original journal entry is published on the first day of the month that follows the date of the new journal entry.
• The Account, Name, and Description as the original journal entry are all retained in the new journal entry.

To Delete a Journal Entry

To permanently delete a journal entry that you unintentionally made, follow these steps. You must be completely certain that the journal entry has to be deleted. This can quickly throw your accounts out of balance.

• Choose Settings and after that Accounts chart.
• Locate the account for which you made the journal post. Select View register next.
• In the account register, locate the journal entry. The Ref No. or Type column needs to have the word Journal in it.
• To expand the view you have to select the relevant journal entry.
• Choose Delete and to confirm, click Yes.

How to Delete a Line in a Journal Entry in QuickBooks?

For deleting a line in a journal entry in QuickBooks you have to press and hold the Ctrl + Delete key from the keyboard and you are done with this. You just have to select the entry that you want to delete and then press these keys.

How to Delete Multiple Journal Entries in QuickBooks Online?

• For this, open QuickBooks Online
• Go to the Banking menu option
• Select the account in which you have to perform the batch delete action
• Click on the tab For review
• Now mark the multiple items that you want to delete
• Select the button Batch actions
• Hit the cursor on Exclude Selected option
• After this, select the tab name Excluded
• Now again, mark all the transactions and click on the button Batch actions
• In the end, click on the delete button to delete multiple journal entries in QuickBooks online account.

How to Restore a Deleted Journal Entry in QuickBooks Online?

The restore action is not available in QuickBooks. So, you are not able to restore a deleted journal entry in QuickBooks online and create accounts payable journal entry in QuickBooks. Instead of this, you can view the details of the deleted entry using the Audit log and then recreate the entry manually. The steps are:-

To view the Details of the Deleted Entry

• In QuickBooks, click on the Gear-like icon
• Click on the Audit Log option
• Then select the Filter option and click on the All Users in the field of Users
• Click on the Date field and choose the All Dates option
• In the field of Events, you have to mark the box of the transactions
• Go to the Show field and click on the Deleted/Voided Transactions
• After that, click on the button Apply to get it done
• Now, you get the Deleted Journal entry to view it click on the View option
• Select the option added history and then do take note of the details that you get.

To Recreate the Journal Entry

• Go to the + icon to create the new one
• Now select the Journal Entry option as you want to create it
• Provide all the details like Journal date and other details too
• In the end, click on the Save and Close button.

Hope you are now able to delete a journal entry in QuickBooks, but if you are still facing any issues then call our QuickBooks consultant, which is readily available 24/7 to sort out your issue.

Frequently Asked Questions