Create a journal entry in QuickBooks Desktop for Windows

Journal entries record financial transactions. Use them to adjust how money moves between accounts. Create journal entries to transfer money between income and expense accounts or to move money between asset, liability, and equity accounts.

Use journal entries only if you understand accounting or you follow the advice of your accountant. You can also find an accountant if you need one.

In this article, you'll learn how to:

• Add a journal entry
• Edit, reverse, or delete a journal entry
• Results
• Next steps

Add a journal entry

If you need to create a new journal entry, here’s what to do:

1. Go to the Company menu and select Make General Journal Entries.
2. Fill out the fields to create your journal entry. Make sure your debits equal your credits when you’re done.
3. Select Save or Save & Close.

Edit, reverse, or delete a journal entry

You can modify, reverse or remove journal entries if needed.

1. Go to the Company menu and select Make General Journal Entries.
2. Find and open the journal entry you need to edit, reverse or delete:
   • Select Find from the edit menu and enter the Name, Date, Entry No., or Amount then select Find.
3. Make the necessary changes:
   1. To edit a journal entry, make the necessary changes, then select Save or Save & Close. To record the changes, select Yes.
   2. To reverse a journal entry, select the Reverse from the edit menu, then select Save or Save & Close.
   3. To delete the entry, select Delete from the edit menu, then select OK.

Results

A new journal entry is created, reversed, or deleted from your general journal.

• Your account balances are updated based on the debits and credits entered.
• Reversed entries have an “R” next to the entry number, and any debit and credit amounts reversed. The new entry is dated the first day of the next month, following the original transaction date.
• Deleted entries are removed from your records (unless audited).

Next steps

Review the impact on your account balances and financial reports. Consult your accountant if you have questions about the entry's accuracy or impact.