How to put order of entries on the same business day to be same as bank statements?

QuietEnjoyment · ‎July 11, 2021

Hello, I tried to find an answer for this in the forums without luck and can't believe I am the first one to ask this to the community. I am using QB desktop 2019.

When making entries to the register, I have yet to find a way to order the transactions in the same order that's on the bank statement that occur on the SAME BUSINESS DAY. I put in the entries, but they sort in an order that seems to be by check number when they occur on the same day (see attached jpg to see what I mean). I have it sorted in the "date, type, number/ref". There is also a choice for "date & order entered" but I haven't found a way to rig it to get them in the same order as the bank statement. There has to be a way, even if unorthodox. Looking forward to the replies.

OMG, it makes it so much easier to do a reconciliation when the items fall in the same order. The only workaround that I have found is to intentionally make entries on the day before or the day after to get them in the right order, but that's not a proper solution. Any suggestions?

AlcaeusF · ‎July 12, 2021

Hello there, @QuietEnjoyment.

I appreciate you for getting back to us with additional information about what you're trying to achieve. Allow me to step in and share some clarification about the QuickBooks Desktop's capability.

I know how beneficial being able to set your transactions in the same order as your statement. This feature will make the reconciliation process easier for you.

To clarify, yes, you're right about attaching hours and minutes after the date. As of now, the ability to add the information is unavailable.

When using the Date, Type, Number/Ref option, there's a default order for the transaction types. Currently, the system shows Deposits first, followed by Checks, Bill Payments, Paychecks, General Journal, then Transfer. As far as I know, there's no transaction between Deposits and Checks (see screenshot below).

You can also create a sample file in the program. This way, you'll be able to verify the order, as well as how the transactions will reflect in the register.

For the Date and Order Entered option, QuickBooks follows the created date of your existing transactions. Editing or making changes to the details will not change the order.

In the meantime, you can follow the workaround provided by @john-pero. Since you enter the data manually, I suggest adding them once the statement from your bank is available.

Though, it would be beneficial to have this feature in QuickBooks Desktop, too. Our engineers might be working to bring this over to the platform in the future. While we assess this, please send you feedback through these steps:

Here's how:

Click the Help option in the upper-right corner.
Hover your cursor to Send Feedback Online.
Select Product Suggestion.
Fill in the necessary information.
Hit Send Feedback.

Additionally, I've attached an article you can use to learn more about which accounts QuickBooks sets up on your behalf: Learn about the chart of accounts in QuickBooks.

Glad to answer any other questions you might have related to the accounts in your company file. Just visit the Community space again, and I'll help you out.

View solution in original post

DivinaMercy_N · ‎July 11, 2021

Welcome to the Community, @QuietEnjoyment.

In QuickBooks Desktop (QBDT), you just simply need to choose among the options from the Sort by drop-down to sort the order of your bank entries. Also, when manually adding transactions, make sure that you entered the correct info especially the dates. Let me guide you how:

Go to the Banking tab and choose Use Register.
Select the bank account you need to open.
Then, click the Sort by drop-down and select Date and Order Entered.

For more details in sorting your lists in QBDT, check out this article: Re-sort lists in QuickBooks Desktop.

Feel free to post again here if you have further concerns about putting your transaction entries in order. I'm always around to help. Have a good one.

QuietEnjoyment · ‎July 12, 2021

Thanks for the suggestion, DivinaMercy_N. I tried "date and order entered" to sort, and the desired change didn't happen.

I then thought, let's change some aspect of an entry to change its "order entered". I would expect that if I made a change to the date, check #, memo, etc. then the "order entered" of that entry would become the "last entered" on that business day and would change the sorting. But nope. Didn't work. QB has it's way of sorting and can't figure out what is is.

How can I manipulate the order of transactions on the same business day?

john-pero · ‎July 12, 2021

Unless you wait to enter your transactions once the statement arrives or not until the bank feed syncs then what you enter ahead of time will rarely match up to the order on the statement DUE TO FACTS OF LIFE that your bank clears transactions based upon when presented to them and without checking on when you initiated a transaction. And they are not going to change their procedures to do so.

QuietEnjoyment · ‎July 12, 2021

Hi john-pero, yes, I am aware I can't predict the order of the bank statements ahead of time, but I am not trying to do that. I simply want to have the entries appear in the order I would like, which is done posthumously with statement in hand.

I am not using a bank feed, just entering in the transactions manually with the statement open on another screen. There must be a way to get them in a certain order, probably a hack of some kind. The default sort is by date, type, number/ref. So perhaps what I need to understand is the sorting order of the types. Like, from first to last, the types must be sorted deposits, transfers, journal entries, checks, etc.

katherinejoyceO · ‎July 12, 2021

Thanks for coming back for more support, @QuietEnjoyment.

Currently, the option to sort is the default (by date, type, number/ref). You can also run a specific report and customize it by sorting.

Here's how:

Go to the Reports menu at the top, then pick a specific report on the drop-down.
Choose A/R Aging Summary, then click Customize Report at the upper left.
On the Display tab, select Default on the Sort by drop-down and Ascending order on the Sort in under COLUMNS, then OK.

Here's your guide on running reports in QuickBooks Desktop and customize them to get the most out of it.

Feel free to message again if you have additional concerns. Take care!

QuietEnjoyment · ‎July 12, 2021

Thanks, katherinejoyceO. I am not looking for this in a report though, and even so, sorting by date and then by number will not put them in the same order as they are on the statement, it would just be lucky if they turned out that way.

The real fix, if it were possible, would be if hours and minutes would be attached after the date "2021-07-12 14:44" would sort before "2021-07-12 14:48". Then I would just put an arbitrary hour & minute with each transaction so they would fall in the proper order. But this is not an option in QB. So after date, QB should for the transaction type, which would be check, transfer, journal entry, deposit, etc.

Within "date, type, number/ref" I want to see it fall in the order I prefer in the register. It's a given that all the transactions are on the same date. What is the order the transactions will appear when considering the type? For example, do deposits always come before checks on the same date? Is there a type that is between deposits and checks? There should be a hierarchy, like deposits, then checks, then transfers, then journal entries. Not sure of the order or the logic and would think this would be documented somehow. Can you help?

-OR-

If using sorting of "date & order entered", please provide instructions on how to change the "order entered" to change several entries on the same date so I can make each entry fall where I want in the proper order.

I hope I have made it clear what I am trying to achieve.

AlcaeusF · ‎July 12, 2021