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Create a journal entry in QuickBooks Desktop for Windows or Mac

Learn how to record journal entries in QuickBooks Desktop Windows or QuickBooks Desktop Mac.

Journal entries are the last resort for entering transactions. Use them only if you understand accounting or you follow the advice of your accountant. You can also find an accountant if you need one.

  • Enter debits and credits manually, like in traditional accounting systems
  • Transfer money between income and expense accounts
  • Transfer money from an asset, liability, or equity account to an income or expense account

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 a journal entry

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

  1. Go to the Company menu and select Make General Journal Entries.
  2. Find and select the journal entry you need to edit:
    • In QuickBooks for Windows: Select Find and enter the Name, Date, Entry No., or Amount then select Find.
    • In QuickBooks for Mac: Find and select the journal entry from the list on the left side of the Make General Journal Entries window.
  3. Select the journal entry (in Mac) or double-click it (in Windows) then make your updates. When you’re done, select Save or Save & Close.
  4. To record the changes, select Yes.

Reverse a journal entry

  1. Go to the Company menu and select Make General Journal Entries.
  2. Find and select the journal entry you need to reverse:
    • In QuickBooks for Windows: Select Find and enter the Name, Date, Entry No., or Amount then select Find.
    • In QuickBooks for Mac: Find and select the journal entry you want to reverse on the left side of the Make General Journal Entries window.
  3. Select Reverse.
  4. Select Save or Save & Close.

The reversed journal entry has 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.

Delete a journal entry

If you need to delete or void a journal entry, here’s what to do:

  1. Go to the Company menu and select Make General Journal Entries.
  2. Find and select the journal entry you need to delete:
    • In QuickBooks for Windows: Select Find and enter the Name, Date, Entry No., or Amount then select Find.
    • In QuickBooks for Mac: Find and select the journal entry you want to reverse from the list on the left side of the Make General Journal Entries window.
  3. To delete the journal entry:
    • In QuickBooks for Windows: Double-click the journal entry, then select Delete or Void, then OK.
    • In QuickBooks for Mac: From the Edit menu, select Delete General Journal.
  4. Select Save & Close.

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