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.

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.

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?

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?

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.

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.

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:

• How to Import and Export IIF files in QBDT?.
• What to do if IIF files were not imported in QBDT?.

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.

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.

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

I am also trying to enter JE but I need to add service items to it. When I follow the instructions presented: to go to the transactional report, it does not let me edit anything. I can customize the report to show the Items column, but there is no capability to edit, only to view the report. Is there any workaround to add 'service items' to the JE?

I am also trying to do something similar. I need to be able to add service items to a JE. I have followed the directions suggested: go to the JE, go to the reports tab, go to transactional journal, and I am able to customize this report to show the 'items', however it does not let me edit from this report. It is merely a report with no editing capability. Is there a workaround to be able to add 'service items' to a JE?

I appreciate you for following the steps above, @Evia. Let me share a few details about adding a service item in Journal Entry in QuickBooks Desktop (QBDT).

Journal Entry (JE) is used to correct an account. We should only use this as a last resort for entering transactions. I suggest using it only if you have an understanding of accounting or if you are following the advice of your accountant.

As my colleague ChristineAnn has mentioned, there is no option to edit Journal Entry items in QBDT yet. However, if you need to add service items, we can create different types of transactions such as Bills, Invoice, or Sales Receipt. On the other hand, if you need to edit an item, we can delete and recreate these transactions. 

Moreover, if you've encountered errors while importing files, I recommend checking out this article: Improved IIF Import in QuickBooks 2019 and later.

Furthermore, see this article for more information about the IIF import and export limitations in QBDT: Export, import, and edit IIF files.

Let me know if you have additional questions about the JE in QBDT or any QuickBooks-related concerns. Keep safe.

Thank you for your reply but I am not entering bills, invoices or sales receipts. I am entering statements from a management company. We are not invoicing clients. We are not paying bills. These statements do not affect a 'bank account' as the funds are sitting with the management company. The statements are a reflection of the activity that has taken place with the management company. We need to track the 'items' on a monthly basis for job costing purposes. The actual money will be reconciled at the end of the year or the end of the project, but we need the job costing data and detail of the service items throughout the year. I have tested entering it with the 'sales receipts' but they do not show up on the job costing reports. 

With the JE I can put things into the appropriate accounts but I need the extra layer of the service items for the job costing details.  Perhaps there is another way to approach it?

Thank you for coming back to the Community, Evia.

Tracking items correctly is essential for a smooth reconciliation process and accurate record-keeping. Let me point you in the right direction to get the support you need to handle your concern effectively.

In this situation, it would be best to consult your accountant for additional guidance. They can provide insights on the most suitable method for recording the items, ensuring you have access to job costing data and service item details.

In case you'll have to modify your journal entry data or reverse it, simply follow the instructions in this article to carry out the task: Create a journal entry in QuickBooks Desktop for Windows or Mac.

I've got some resources that can help you in the future. They include details on tracking job expenses, reconciling your account, and troubleshooting reconciliation issues. Click on the links below to learn more about each process.

• Track job costs in QuickBooks Desktop
• Reconcile an account in QuickBooks Desktop
• Fix issues when you're reconciling in QuickBooks Desktop
  
  

Should you have additional questions about this matter or require further information about tracking transactions in QuickBooks, leave a comment below and tag my name. I'll get back to make sure you're well taken care of. Have a great rest of the day, Evia.

Hi JLB16, 

Were you able to figure this out?  If I understand correctly you are using a third party payroll provider and want to upload Service Items in the payroll GL upload from payroll provider back to Quickbooks.  Is this correct?  We are wanting to do the same but can't find a solution.  If you were able to figure this out can you share please?  Thank you!

It would be great if QB/Intuit could change the JE format to accommodate being able to do Journal Entries with the item numbers included.....  For us, the sales are generated using items, and when we need to do an adjustment to something that should've been a different item, we have to do a credit memo and another invoice to correct it (but not send either of them to the customer).  However, then it also shows on their transaction history, which is what we really do not want. 

Thanks for joining this thread, Allison305.

I can see how having these additions and changes made to journal entries in QuickBooks Desktop would be helpful. I recommend submitting your suggestions to the Product Development Team for review. This can be done directly through the program by clicking the Help tab, then selecting Send Feedback Online.

This is the best way to make your requests known as many product updates and feature releases come from these submissions. Please don't hesitate to reach back out if you have any other questions or concerns. The Community always has your back.