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msharzall
Level 1

How do i add a manual entry to my expenses?

 
9 Comments
Pete_Mc
Community Champion

How do i add a manual entry to my expenses?

What expense are you trying to enter?  And I'm not sure what you mean by manual entry.  Here are a couple of examples that may be along the lines of what you're asking....

 

If you go into a store and buy a notebook with your Credit Card:   You'd go to your Credit Card account; enter the store Name (if it's not an existing Vendor, QBs will ask you to enter it); enter the Amount; enter Office Supplies as the Expense Account.  And it may not been needed in a simple purchase like this, but don't over look the Memo field so weeks or months later when your Acct. asks what was X purchase for.

 

If you took a Taxi and paid Cash:  Open your Cash account; enter the Name (I use a generic Other Name of Taxi/Car Service); enter the Amount; enter Travel (or what ever your accountant wants) as the Expense Account; enter the client or reason in the Memo field.

 

Sorry if that's not what you're looking for.  Give us some more specifics and we'll see what we can do to help.

gpwelding
Level 1

How do i add a manual entry to my expenses?

How do you do it in Desktop Pro Plus 2021?

Pete_Mc
Community Champion

How do i add a manual entry to my expenses?

Do what in 2021?  Did you have a specific question?

 

My original post is very generic, depends what you're trying to do.  But what I posted is part of what I do in QB2021.  There are Vendor Invoice entries, Register entries as I mentioned before, Client Invoices you send out to get paid.  Lots of different parts to QBs.

 

If you are brand new to QBs, you might want to watch some of the may videos out there on how QBs works.  Then come back with specific questions that you're not sure about doing.  A "How To" manual is not really easy to do on this or any forum.

IamjuViel
QuickBooks Team

How do i add a manual entry to my expenses?

You've come to the right place, @gpwelding.

 

You can either write a check or record a credit card transaction to add your expenses manually to QuickBooks Desktop Pro Plus 2021. I can guide you on how to do it.

 

Here's how to write a check:

  1. Go to the Banking menu.
  2. Select Write Checks.
  3. Choose the Bank Account where the actual payments are posted.
  4. Set the date of the transaction.
  5. Enter the name of the Vendor from the Pay to the Order of field.
  6. Pick either the Expense or Item tab.
    • Use the Expense tab to enter shipping charges, liability (in cases of payments for liabilities/loans), and other expenses not associated with any item in QuickBooks.
    • Use the Item tab to choose the appropriate item on the drop-down list.
  7. Enter the expense transaction details.
  8. Click Save and Close. User-added image

You can read through this article for more insights about the process: Create, modify, and print checks.

 

However, if you used your credit card in purchasing or paying your transaction, you can record your credit card charges. Here's how:

  1. Go to the Banking menu.
  2. Choose Enter Credit Card Charges.
  3. Tick the Purchase/Charge radio button.
  4. Select the vendor from the Purchased From ▼ dropdown.
  5. Set the date. 
  6. Enter the needed information.
    • Use the Expense tab to enter shipping charges, liability (in cases of payments for liabilities/loans), and other expenses not associated with any item in QuickBooks.
    • Use the Item tab to choose the appropriate item on the drop-down list.
  7. Click Save and Close

You can refer to this article for more detailed steps: Set up, use, and pay credit card accounts.

 

Get back to us here if you have other questions about managing your expenses in QuickBooks. I'm just a few clicks away.

gpwelding
Level 1

How do i add a manual entry to my expenses?

How do I add a cash expense in quickbooks desktop pro plus 2021? I was able to do that in quickbooks online but the desktop does not have a place to add cash expense at least one I can find?

JenoP
QuickBooks Team

How do i add a manual entry to my expenses?

Hi there, gpwelding.

 

Unlike the online version, QuickBooks Desktop does not have an Expense transaction that you can use to record cash-based expenses. As a work around, you can create a petty cash acount. Then, use it when creating a check. Here's how:

 

  1. Go to the List menu and select Chart of Accounts.
  2. Press CTRL + N altogether in your keyboard. 
  3. Select Bank and click Continue
  4. Enter the name of the account and enter the opening balance.
  5. Click Save and close

Once done, use this petty cash account in the Bank Account field when recording the expense through the Write Checks feature. 

 

You'll also want to check this article for guidance on how you can track your cash flow in the program: Track Your Cash Flow In QuickBooks Desktop

 

Please don't hesitate to reach out to us again or add another reply if you need more help when recording your transactions. 

Pete_Mc
Community Champion

How do i add a manual entry to my expenses?

Interesting.... 

 

I said the same thing a while ago.  But I don't see my post.

gpwelding
Level 1

How do i add a manual entry to my expenses?

Thank you, I am not liking Quickbooks Desktop, I think online worked better for our company, but the boss hates paying the $40 monthly for the online QuickBooks.

Pete_Mc
Community Champion

How do i add a manual entry to my expenses?

Don't give up to soon...  There are a lot of shortcomings to QBO.  Keep asking your questions and the QB staff or the rest of us will get things worked out.

 

So were you able to find or did you add a Cash Account?  If you don't use the Home window, there is a button in the menu bar.  This may be on the left side of the QB's window (default) or it may be across the top (where a lot of people move it).  In the Home window you should see a Account Balances on the Right....   Is there a Cash Account (could be Cash On Hand or some other "Cash" related name)? 

 

If not... as mentioned before, you can easily create one (just like you'd have to create it in QBO if it's not in your Chart of Accounts).  Also in the Home window there is a Company section and there should be a Chart of Accounts icon.  Click on that icon (or just hit Ctrl/A) and the Chart of Accounts will open.

  • In the lower left corner click on Account, then New
  • Click on Bank, then Continue
  • Name the Account (e.g. Cash or whatever you want)
  • Save & Close

 

You can then enter a opening balance for however much Cash you have on hand HOWEVER, make sure you have your Tax Accountant review this initial entry at some point to make sure it is correctly entered and does not mess up your books at tax time.

 

Once that's done, when you can register all of your Cash payments though this account. 

 

If you do not usually use a Cash Account.  Make sure that money added into cash either track back to Income from a customer/client or you show a transfer from your Bank (e.g. Checking) into this account if you did take the money out of the bank.

 

 

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