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caymancowdroys
Level 1

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

 
18 Comments
MichaelDL
Content Leader

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

The Community has your back, @caymancowdroys.

 

I have just the solution you'll need to get control of the auto-populating of your journal names. To clarify, do you mean that the Journal no. (journal entry numbers) are incorrect, or are the actual line items auto-filling information based on a previous entry? Settings are available to configure either of these features, and I'll detail both below:

 

Controlling the sequence in your Journal no. (number) field

  1. Begin by verifying the setting is enabled. Click the Gear icon (⚙) > Account and Settings > Sales tab.
  2. Select the Sales form content section and check the box to enable Custom transaction numbers. Click Save and then Done.
  3. Click the Plus icon (+) and select Journal Entry. In the Journal no. field, enter the correct sequence number you'd like for the entry to have.
  4. Once finished, click Save and close.

Doing this will make it so every journal entry created after this one will begin sequencing based on the number you entered. These steps are also available from our guide on custom transaction numbers as well as the video below:

 

This gives you total control over the sequencing of your journal entry numbers. If the information of the line items is what's auto-filling based on previous transactions, the only option is to disable the feature. You can do so with these steps:

 

Disable form auto-filling

  1. Click the Gear icon (⚙) > Account and Settings > Advanced tab.
  2. Select the Automation section and un-check the box for Pre-fill forms with previously entered content.
  3. Click Save and then Done.

 

With these instructions, you can disable the auto-filling for your journal entries and start with a blank slate every time. Check out our guide on pre-filling transactions for additional information. Please let me know if there's anything else I can do to help you succeed with QuickBooks. Thanks for coming to the Community and take care.

JS745
Level 2

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

Not helpful.  As the CPA for a Quickbooks client, we create our own range of JE#s each year for tax returns and the clients, unaware of our numbering system, make JEs where we left off. It would help if there was a place to eliminate the prefill for the JE #s

Rose-A
Moderator

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

Hi, JS745.

 

Creating a journal entry requires a reference or JE number since this is a posting transaction. As a workaround, you can manually delete and enter your numbering system.

 

It is always our aim to develop relevant features that came from customer's feedback. I'll also be personally taking note of this option preference and relay this suggestion to our Product Developer Team.

 

In the meantime, I'd encourage visiting our Firm of the future website for updates on our latest news and upgrades, including product improvements. Just go to https://www.firmofthefuture.com/product-industry-news/product-updates/.

 

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For some "How do I" steps in QuickBooks Online, you can always visit our Help Articles page for reference.

 

I've got your back if there's anything else I can help with. Take care.

JS745
Level 2

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

Thanks, it would be nice if, after I am done with our customized AJEs used to prepare client's taxes at the end of the year, that I did not have to train each client to start their own renumbering.  Too often clients keep using our numbering, making it difficult for us to filter our AJE journal, instead we have to print the entire journal for the year and delete client's JEs

JS745
Level 2

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

I do manually create my AJE numbers each year when I am preparing client's books for their tax return.  The problem is, when my client begins making JEs, Quickbooks remembers our special numbering system and all client's JEs take up where we left off.  This makes it difficult to filter our AJEs when we print out a Journal for tax return support. 

Rescale
Level 1

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

Can I disable Journal no. (number) field?  I want that field empty. Do not want any number in Journal no field. 

 

Is it possible? 

GlinetteC
Moderator

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

Thanks for joining this thread, Rescale.

 

QuickBooks Online journal entries are required to have a counter number, so we're unable to leave this field entirely blank. This means, the option to disable this feature is unavailable in QBO. However, you'll have the ability to control the sequence and use the counting scheme you'd prefer. You can follow the steps provided by colleague @MichaelDL on how to set up Custom Transaction Number in QBO. 

 

I've also added screenshots for your visual guide:

 

You may try visiting our QuickBooks Blog regularly. From there, you'll be updated with the features and enhancements that our developers are currently working on.

 

Feel free to add a comment below if you need anything else.

KLSB1117
Level 1

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

Has anyone found a solution to journal entries automatically populating with the last JE#? This is not good as Bill.com syncs journal entries and they auto populate with the last JE # pus 1....Is there a solution yet?

Many thanks,

kl

useraccounting14
Level 2

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

Have you ended up finding a solution for this? I have a similar problem.

useraccounting14
Level 2

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

Have you found a solution? I have the same issue.

k-stull
Level 1

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

I have this exact same issue especially with integrations creating auto JE's with no way to tell what they are as they pick up whatever the last person entered. 

asdfasdfasdfasdf1
Level 2

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

Agreed, this is extremely frustrating.  I have payroll journal entries coded like PR2021-01-02, and intercompany entries like IC2021-01-02.  Then Bill.com syncs that night and I get 50 entries of PR2021....I shouldn't have to go in and change each one individually, which is also difficult because it's unclear sometimes to tell which ones are correct without opening each entry. 

 

Truly a time-sucking and frustrating problem.

SageAdvice
Level 1

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

This is still an ongoing issue. Is QBO actively working on fixing this issue?

CharleneMae_F
QuickBooks Team

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

I'm here to ensure this gets investigated, SageAdvice.

 

When creating a journal entry in QuickBooks Online a reference or number is required since this is a posting transaction. As a workaround, you can manually delete and enter your numbering system.

 

I'd also suggest sending a feature request directly to our engineers from QuickBooks Online. Here's how:

 

  1. Go to the Gear menu and select Feedback.
  2. Type in your feature request in the description box and click Next.
  3. You'll be provided a list of suggested Help articles related to your comment. Select Skip and send message.
  4. Click the drop-down list, choose the appropriate category, and then select Send message.

You can track feature requests through the QuickBooks Online Feature Requests website.

 

Additionally, I encourage visiting our QuickBooks Blog page. From there, you can read the latest news and updates from QuickBooks including product improvements, company news, etc.

 

I'm only a post away if you need more help in completing your other tasks in QuickBooks.  It's always my pleasure to help you out again.

EHI2021
Level 1

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

Very Frustrating. It is hard to stay organized when Bill.com uses there own numbering sequence.

asdfasdfasdfasdf1
Level 2

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

I'm not sure you understand the problem -- we know how to change/restart the entries, but changing 50 a day is ludicrous.  

 

We should have the ability to make journal entries be outside of the normal JE sequence -- I am not the only Bill.com user who also does payroll journal entries.

carolkory
Level 1

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

QBO can be super frustrating to true accountants.  

makfan64
Level 1

How do I reset or clear the auto numbering in the Journal Entry screen? QB keeps auto populating with my last journal name every time!

I share this CPA's comments. I am always messing up their sequence numbering because I don't notice that the JE that I created got numbered CPA27 instead of 356.

 

On top of that, my payroll reporting creates journal entries with the payroll run number plus what it is for (PR27DEPOSIT, PR27TAXIMPOUND, for example), so those have their own sequence.

 

I want the default to me a number with no special annotations; we can add the special number when it applies. I can't find a way to have this be the default.

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