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I created a custom journal numbers for depreciation, but it is automatically generated for other journal entries. How do I stop auto generation of journal numbers?

 
5 Comments
QuickBooks Team

Re: I created a custom journal numbers for depreciation, but it is automatically generated for ot...

Welcome aboard to the Community, @pakina


In QuickBooks Online, you can control the auto-generated numbers on the journal entries. To do this, simply enable the option from the Account and Settings so you can assign your own transaction numbers.


Here’s how:

  1. From the Gear icon, select Account and Settings.
  2. Choose Sales from the left menu.
  3. On the Sales form content section, click the pencil icon.
  4. Mark the box next to Custom transaction numbers.
  5. Click Save.
  6. Hit Done.

custom num 1.PNG custom num 2.PNG custom num 3.PNG

 

Once done, create a journal entry and add your own custom number. QuickBooks should now follow the sequence based on what is entered moving forward.

 

To know more about the process, please check out this article: Change the number on invoices or other transactions.

 

That should answer your concern for today.


Let me know how everything turns out, or if you have any issues after following those steps. I’m always here ready to help. Have a nice day!
 

Active Member

Re: I created a custom journal numbers for depreciation, but it is automatically generated for ot...

Hi KhimG,
 
Thanks for your reply, but it does not answer my question.  I know how to create my own custom journal entry numbers. I don't want Quickbooks to automatically assign journal entry numbers for automatic journal entries generated by our Bill.com add-on.
How do I stop Quickbooks from automatically assigning the next journal entry number to automatic journal entries in Quickbooks created by other programs?
Moderator

Re: I created a custom journal numbers for depreciation, but it is automatically generated for ot...

Hi there, @pakina.

 

Thank you for getting back to us and for providing more details about your concern. Currently, QuickBooks will automatically assign a journal entry number, and there isn't an option to disable it.

 

I appreciate you sharing your thoughts about controlling the sequence in your Journal no. field. I'll let the Product Development Team know about your feedback and suggestions.

 

In the meantime, you can manually change the number in the register. Let me show you how: 

 

  1. On the left pane, select Accounting.
  2. Find the bank to which the journal entries are posted. 
  3. In the ACTION column, select View Register
  4. Select the journal entry.
  5. In the REF NO. column, change the number. 
  6. Click Save.

Capture1.PNG

Additionally, I recommend the following resource which has tutorials to help a user learn the software: QuickBooks Tutorials.

 

If there's anything else that I can help you with, feel free to leave a comment below. I'm here to lend a helping hand. Wishing you the best.

Frequent Explorer **

Re: I created a custom journal numbers for depreciation, but it is automatically generated for ot...

QuickBooks used to allow you to create your one Journal Entry numbers. This has become a hinderance as my credit card processing software creates journal entries for the batches. These used to come in without JE numbers. Now I have lost count of my JEs for monthly items as they are cross-contaminated with these batches. I can't turn it off. So now my JEs have become so hard to manage. Why did this change from me being able to have control to QuickBooks now have the 'power'?
QuickBooks Team

Re: I created a custom journal numbers for depreciation, but it is automatically generated for ot...

Hey there, @BaseballFan.

 

Yes, QuickBooks allows you to create a journal number for the entries. You’ll still be able to perform this task if the transactions are entered manually.


However, if the journal entries are set as recurring transactions, QuickBooks will automatically create the entry number. If this is the case, open the journals and change the number to the correct one.


This way, your records are in order. When creating a new journal entry, the digit increments by one and it follows the last number used.


If this isn’t what’s happening, let’s open the Audit Log Report to get a clearer view of whether someone made a modification to the transactions.


This tool will show the name of the user who made the changes. To access it, please follow these steps.

 

  1. Let’s go to the Gear icon in the upper right to select the Audit Log.
  2. When the page opens, go to the User column to check who updated the entries.
    ccs.png ccs1.png

For further details about the tool and how to identify the users listed on the report, check out this article: Learn about the Audit Log.


If there’s anything else I can help you with, just mention my name by posting a comment below. I’m here anytime to assist further. Have a good one.