cancel
Showing results for 
Search instead for 
Did you mean: 
ShellyS
Level 2

Item codes in Journal Entries - QB Desktop

Currently, we upload an IFF file from our payroll service provider that enters in a Journal Entry for each paycheck.  Behind the scenes, that entry has an item code linked to the line items when you view the JE's Transaction Journal report.  Is there a way for me to change that item code within the JE?  I have included a snippet of the Transaction Journal report to show the item code that is linked to the JE.

Solved
Best answer March 19, 2021

Best Answers
ChristieAnn
QuickBooks Team

Item codes in Journal Entries - QB Desktop

Hi there, ShellyS.

 

I appreciate you for coming back here to QuickBooks Community and for performing the steps shared above. 

 

For now, there's no option to show the item in the Journal Entry to be able to change the item code within the journal entry, because JE is intended as a correcting entry for accounts. Meanwhile, you'll need to delete and recreate them as a different type of transaction like Bill/Invoice/Sales Receipt. As a result, you're able to use the items and can change the code anytime that associate with this.

 

Then, to delete the journal entry, you'll have to open this transaction from the report and choose the Delete icon.

 

 

 

You can refer to this article to see different information on how you can make any changes with the details of the items in QuickBooks Desktop: Add, edit, and delete items.

 

Please see or click the attached screenshots below for visual references on how or where you can add items on each transaction and how you can change that item code within the said entry.

 

 

 

 

Please refer to this article to view different details about reports in QBDT so you're able to see various transactions from there and can make any changes like items connected with the specific entry: Understand reports.

 

 

You can also click this article to see steps on how you can customize any report that you generate to personalize the font and style of the report so you're able to see the data that you want to view: Customize reports in QuickBooks Desktop.

 

Don't hesitate to get back to me if there's anything else you need while working with the information shared above. I'm here to keep helping.

View solution in original post

9 Comments 9
ReymondO
QuickBooks Team

Item codes in Journal Entries - QB Desktop

Thanks for sharing your concern and providing a screenshot in the QuickBooks Community, @ShellyS.

 

Yes, you can still change the item code in the Transaction Journal report. All you have to is open again the report, then click the transaction. This will route you to the transaction window. 

 

Once there, you can now select the correct item from the ITEM drop-down list. Just check the screenshots below for further guidance.

transaction journal qbdt.PNG

For more details on how to access and use the Transaction Journal report, please check out this article: Purpose of the Transaction Journal report in QuickBooks Desktop.

 

The Community always has your back, so please let me know if you have any other questions. I'll be more than happy to help. Keep safe.

ShellyS
Level 2

Item codes in Journal Entries - QB Desktop

When I double click the the transaction from the transaction report, it is routed to the Journal Entry (since the original transaction type is a JE) where you cannot see the item code.  Is there a way to show the item in the Journal Entry to be able to change the item code on a JE?

ChristieAnn
QuickBooks Team

Item codes in Journal Entries - QB Desktop

Hi there, ShellyS.

 

I appreciate you for coming back here to QuickBooks Community and for performing the steps shared above. 

 

For now, there's no option to show the item in the Journal Entry to be able to change the item code within the journal entry, because JE is intended as a correcting entry for accounts. Meanwhile, you'll need to delete and recreate them as a different type of transaction like Bill/Invoice/Sales Receipt. As a result, you're able to use the items and can change the code anytime that associate with this.

 

Then, to delete the journal entry, you'll have to open this transaction from the report and choose the Delete icon.

 

 

 

You can refer to this article to see different information on how you can make any changes with the details of the items in QuickBooks Desktop: Add, edit, and delete items.

 

Please see or click the attached screenshots below for visual references on how or where you can add items on each transaction and how you can change that item code within the said entry.

 

 

 

 

Please refer to this article to view different details about reports in QBDT so you're able to see various transactions from there and can make any changes like items connected with the specific entry: Understand reports.

 

 

You can also click this article to see steps on how you can customize any report that you generate to personalize the font and style of the report so you're able to see the data that you want to view: Customize reports in QuickBooks Desktop.

 

Don't hesitate to get back to me if there's anything else you need while working with the information shared above. I'm here to keep helping.

JLB16
Level 2

Item codes in Journal Entries - QB Desktop

I am wondering if you could share what payroll service provider you are using.  I am trying to import an IIF just as you have, with Items but am having difficulty with the formatting of our file (ITEM not a valid name for column in Journal Entries).  Any chance you could share your IIF file template?

Carneil_C
QuickBooks Team

Item codes in Journal Entries - QB Desktop

Thanks for joining the thread, @JLB16. I’ll chime in and help you with sorting out this issue with mapping IIF files in QuickBooks Desktop. 

 

The improved Intuit Interchange Format (.IIF), allows you to see the number of lists and transactions that both failed and otherwise. For unsuccessful records, QuickBooks creates a new .IIF file with error information.

 

To ensure you can import IIF files successfully, let's make sure that you map them correctly to avoid problems, refer to this article for your guide: IIF Overview: import kit, sample files, and headers. 

 

From there, you can try importing the files again. Let me guide you on how:

  1. Go to the File menu, select Utilities then Import then IIF Files.
  2. Select Import IIF.
  3. Locate the file, then select OK.
  4. Once the import is successful, you'll see the numbers of lists and transactions imported. Press Done.

 

If you’ve encountered errors when importing the files, check out this guide for more troubleshooting steps: Improved IIF Import in QuickBooks 2019 and later.

 

I've also added this helpful article for additional info about the maximum number of list entries you can make in QBDT: Maximum number of list entries (list limits and custom fields).

Also, if you want to bulk edit your IIF files information, visit our Tasks you can do with IIF Files page for the detailed steps. 

 

Stay in touch if you have any other questions or concerns about importing IIF files in QBDT. I’ll be right here to answer them for you. Enjoy the rest of the day.

JLB16
Level 2

Item codes in Journal Entries - QB Desktop

Thank you for responding.  I understand IIF import at the basic level and have been successful getting a General Journal imported.  This response doesn't address my current concern.  I am trying to find a way to add the Item column, as the original poster on this thread.  They have successfully imported a Service Item column that is viewable on the General Journal when viewed through the transaction journal.  I want to replicate this.

TirzahC
Level 7

Item codes in Journal Entries - QB Desktop

Joining this thread, JLB16.

 

When running a Transaction journal it should have that service item on it,  Here are the steps that you can add service item: 
 

  1. Go to the Reports menu at the top to select Transaction Journal Report.
  2. Enter the date and utilize the customize option to get the data you prefer to show.
  3. Once you click the items column, you can now select the correct item from the ITEM drop-down list.
  4. Press OK to save the changes.

Also here are some articles that you can refer to learn more about importing files in QuickBooks Desktop:

 

Should you need any further information, please do not hesitate to let me know by adding a comment below. Have a great rest of the day.

ShellyS
Level 2

Item codes in Journal Entries - QB Desktop

We use ADP with customization through Coastal Software.  I did not help set it up, so I'm not sure the ins and outs, but I know ADP used Costal Soaftware to get what we needed.

JLB16
Level 2

Item codes in Journal Entries - QB Desktop

Thank you so much for the response! I will look into this.

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up