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jacqui8
March 13, 2024
Question

Can you stop Journal numbers from auto populating when creating journal entries?

  • March 13, 2024
  • 1 reply
  • 0 views
We use external apps that import data to QB. But when a journal is created by the system it is using the most recent journal no. (or name)
for example. We use Bill.com and when the journal is created, it uses a previous journal no. but in our case we use words, like EOFY adj. or Reimbursement. 
now all the bill.com journals are called EOFY1, EOFY2, EOFY3 and so forth.

1 reply

R
RCV
March 13, 2024

I can see how the journal entry numbering feature would aid you in managing your journal transactions in QuickBooks Online (QBO). I'll share further insights about this to help you keep your financial data accurate, Jacqui8.

 

Since you are using external apps that import data to QuickBooks Online (QBO), the data received by the program depends on what they share. It included the format upon syncing and integration of the data. In QBO, a reference number (Journal no.) is required when creating a journal entry. When you've enabled the Custom transaction numbers feature, you'll have your numbering system in QuickBooks.

 

If it isn't showing the correct sequence of the number format, we can delete them and then enter manually. Settings are available to configure either of these features, and I'll detail both below:

 

  1. Begin by verifying the setting is enabled. just click the Gear icon (⚙), Account and Settings then go to the Sales tab.
  2. Choose the Sales form content section and check the box to enable Custom transaction numbers. Tap Save and then Done.
  3. Click the Plus icon (+) and select Journal Entry. In the Journal no. field, enter the correct sequence number you'd like for the entry to have.
  4. Once finished, press Save and close.

 

Doing this will make it so every journal entry created after this one will begin sequencing based on the number you entered. 

 

This gives you total control over the sequencing of your journal entry numbers. If the information of the line items is auto-filling based on previous transactions, the only option is to disable the feature. You can do so with these steps:

 

  1. Click the Gear icon (⚙) > Account and Settings > Advanced tab.
  2. Select the Automation section and uncheck the box for Pre-fill forms with previously entered content.
  3. Click Save and then Done.

 

With these instructions, you can disable the auto-filling for your journal entries and start with a blank slate every time. To learn more about this one, you can check out this article: Use auto-recall to pre-fill transactions in QuickBooks Online.

 

Additionally, you can print a single journal entry or multiple entries on one report in QBO. If you wish to know more about this process, you can check out this article: Print a journal entry report in QuickBooks Online.

 

Please feel free to leave a comment below if you have other feature concerns or questions about managing journal entry transactions in QBO. I'm always ready to help.

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