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March 5, 2020
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Can I rearrange journal entries from the same date?

  • March 5, 2020
  • 1 reply
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I deposited a check, went home and printed out some checks, but QBO shows the checks done first, giving me a negative balance, and then the deposit going in. I just want to rearrange the entry to show the deposit went in before the checks were printed.
Best answer by john-pero

You would have to edit dates or go back in time and perform tasks in a different order. Keep in mind that your bank does exactly this each day - they deduct checks and withdrawals from the night before and then add deposits from the night before so what you are seeing in QB is similar to real world. Rarely would you share actual transaction order information with anyone outside your organization - you would give them a report such as P&L or Bal Sheet that is an instantaneous single point in time look at your business. Even if it is over time it is a single set of numbers. Unless the dates are wrong I see no reason to change anything.

 

That being said - it sounds to me as if you did not enter the deposit in your records before printing the checks - that you relied on the bank feed to bring it in.  This underlies the basic problem with bank feeds, that dates and order of actions has nothing to do with what you actually did. And if this is what happened you would have to go back in time to manually enter the deposit in QB prior to recording the money going out

1 reply

john-pero
john-peroAnswer
March 5, 2020

You would have to edit dates or go back in time and perform tasks in a different order. Keep in mind that your bank does exactly this each day - they deduct checks and withdrawals from the night before and then add deposits from the night before so what you are seeing in QB is similar to real world. Rarely would you share actual transaction order information with anyone outside your organization - you would give them a report such as P&L or Bal Sheet that is an instantaneous single point in time look at your business. Even if it is over time it is a single set of numbers. Unless the dates are wrong I see no reason to change anything.

 

That being said - it sounds to me as if you did not enter the deposit in your records before printing the checks - that you relied on the bank feed to bring it in.  This underlies the basic problem with bank feeds, that dates and order of actions has nothing to do with what you actually did. And if this is what happened you would have to go back in time to manually enter the deposit in QB prior to recording the money going out

    I
    irmkorody-shaw-c
    January 10, 2025

    Hello.  I have the same situation (items on a QBO report, all with the same date, are sorted not in the order that I want). 

    However - my transactions were entered in the order that I want.  So my situation is not like the bank example that this thread started with.  I had control and I did enter a specific transaction last, because I knew that I wanted it to sort last on a printed report.  Yet QBO still prints the transactions with the same date in a random order rather than the order that they were recorded in.

    Specific example:  dated July 31 there are 3 transactions:

         an Expense entry, was recorded first, several days prior.     QBO sorts it to the last line  ??

         Journal Entry #15, recorded second, at least a day ago    QBO sorts it to second last line, which is correct per the order it was entered in.

         Journal Entry #16, was recorded last, just today.    QBO sorts it to the first of these three entries - WHY?

    I tried work arounds, such as editing JE #16 to be # z16 - in case the z would sort last.  No luck.

    Please reply if you can suggest a work around.

    Even the fact that I edited the entry (to add the z) after all other entries were made should make it sort last, but it did not.

    I realize that in most situations the exact sort order is not a problem, but sometimes it is! This is not the first time that I have been frustrated with a printed report. I usually resort to saving in Excel and editing it. But I am hoping that someone has found a "within QBO" solution.

    Thank you

    iek

    T
    Trish_T
    January 10, 2025

    Hi irmkorody-shaw-c,

     

    QuickBooks Online reports offer customization options.  However, you can simply reorder the items in the report by clicking on the column header.  This enables you to reorder by date, transaction number, and so on, as you feel necessary.  If you don't have this option, open the report in 'modern view'.

     

    Let us know if you have other questions.  We would be happy to help!

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