A general journal entry shows up in the reports but when I try to go to the entry I get message the entry does not exist. It shows up in all reports but when I click on it nothing happens, when I search in general journal entries it is not there when I search by the entry number iI get message the entry does not exist
Hi there, @Bob Pierce.
Welcome to the Community. I'm here to help figure out why you can't search for this entry in QuickBooks.
It's possible that this is a data issue within your company file. Let's try checking out first by verifying your data. Missing transactions and discrepancies on reports are usually the common reasons to use the verify feature.
If the verify feature indicates that there is an issue with your file, you'll need to Rebuild your data to correct the problem. Let me route you to this article for the troubleshooting steps: Verify and Rebuild Data in QuickBooks Desktop.
Keep me updated how it goes. I'm here to help share other troubleshooting steps so we can locate this missing entry.
Here are some considerations:
You hardly ever use JE in QB, and not when Names are involved. You avoid JE for AR, AP, QB Sales, Sales Taxes, banking, inventory, QB payroll. They bypass Cash vs Accrual Basis and do not provide for listing items (Products/Services) and do not show in many reports. Or, the data that shows seems to be from a different Line in the JE; that's because of the issue of "Source vs Target" conflict.
So, to get around this, sometimes people skip the first line. Now there is no Source and everything is Target, but now you cannot double-cllick that JE to zoom into it from a report. That's why it is not the right solution, in that most times, a JE is not even the right transaction type to be using.
You can fix this. You would start by replacing the JE with the proper transaction, for what this is trying to accomplish. If it is simple and proper as a JE, it never needs to have the first line skipped.
I had a Journal Entry show up under a client's account, which offset a retainer payment made. I never would've noticed it except that I couldn't get the retainer to apply towards an invoice. I don't even know how to enter JE's so now I am trying to figure out how a JE just shows up like this. Obviously someone who uses QB did this OR it randomly happened by mistake, but its impossible to know who did this and how it happened. When checking all journal entries, which are only made by our accountant, I found another one entered incorrectly to another client's account. How can this randomly happen like this? See attached screenshot.
I appreciate you for providing us a screenshot and in-depth details of your concern, Sarge6461.
We can access the Audit trail feature since it automatically tracks all the additions, deletions, and modifications made to transactions in your data file. This way, we can check on what happened and who modified the journal entry. Also, the audit trail ensures that an accurate record of your data is maintained.
Then, go to Entered/Last Modified and Last modified by column to see who made the changes.
If you want to correct the journal entry, just double-click the transaction. Then, it will route you to the journal transaction. From there, apply the necessary correction and contact your accountant on what account you need to apply.
You can check out this article about creating a journal entry: Create a journal entry in QuickBooks Desktop.
To apply the retainer to an invoice, you can create an initial Sales Receipt. Then, enter a Credit Memo for the date of the invoice or later (not earlier than the invoice date). Once done, apply the credit memo to that invoice (assuming you don't have Trust Accounting requirements). You can also reach out to your accountant to better guide you on this process.
I found a link here that provides you with articles about managing journal entries: Add, edit, and work with journal entries.
Keep me posted if you need a hand with reconciling your accounts or any QuickBooks related. I'll be here to help. Take care always.