My journal entry numbers are randomly autopopulating and the numbering system makes no sense. Can we assign entry numbers, or at least obtain subsequent numbers?

Hello, Planitcon.

Yes, you can. I'll explain how the journal entry numbers work and show you how to fix the numbering system. 

QuickBooks uses a numbering sequence for journal entries (and custom transaction numbers). The system automatically increases it by one based on the last number entered.

The sequence might've been changed manually, this is why it's randomly autopopulating. To fix this, you can reassign a new sequence for the journal entry number.

Simply enter it in the Journal no. box on the screen. You can add letters together with the numbers (for example: ABC123). As mentioned before, it will follow the next number on the succeeding entry (ABC124 for instance). 

More details about creating journal entries can be found here: Create a journal entry in QuickBooks Online.

Looking for help managing your data, creating reports, etc..? Visit our articles for guides and details how. Check them out here: QuickBooks Online general help articles page. 

Ping me in the Community space by tagging my username (@jamespaul) if you have other questions. I'm more than happy to help you again. 

@jamespaul  Is there just one series of auto incrementing of journal entries in Quickbooks Online?  Or can each user have their own incrementing sequence for numbering journal entries?

Thanks for coming back to the Community, JamesAWatson.

Let me provide some information on how QuickBooks Online (QBO) assigns a number to transactions.

As mentioned by my peer, the online program uses a numbering sequence for journal entries. QBO will follow the said numbering order set on the transaction. The number increments by one each time you create a new entry.

I’m adding some resources that will guide you on how to manage your journal entries efficiently. These articles provide an overview of reversing an entry as well as printing one.

• Reverse or delete a journal entry in QuickBooks Online
• Print a journal entry report

I'm only a post away if you have additional questions about journal entries and other transactions. I’ll get back to answer them for you. Wishing you and your business continued success.

Thanks for you response.  

However, I do not think you understood my question.  I want to know if QBO can maintain more than one series of sequential journal entry numbers.  For example, I would like to track my journal entries with numbers beginning with "JW".  The accountants would like to track their journal entries with numbers beginning with "EB". Will Quickbooks automatically increment the journal entry number for me and also automatically, and separately, increment the journal entries for my accountant?

Good afternoon, @JamesAWatson. 

Thanks for reaching back out. Allow me to share some insight on this subject. 

There's only one sequence available for auto-population with journal entries. You'd need to choose either JW or EB and then follow with the numbers. 

For future reference, you can check out this guide about how to use journal entries in your QuickBooks Online account. 

Inform the Community if you have any other questions or concerns. I'm always here to lend a helping hand. Have a good one! 

Thanks for responding back.  It was not the answer I wanted, but now I know how to proceed.  I can work around it.

My issue is slightly different.  My deposits are being imported from another software.  QB is assigning names based on previous journal entries.  i just want the imported deposit to be titled "Deposit".  Even a blank space would be preferable to the names QB is assigning.............

uniteHello there, @csa131. Thanks for joining the thread. Let me explain how data is imported into QuickBooks Online (QBO).

The QuickBooks app is read-only. Any data imported into QuickBooks depends on the data originating from the other software. Thus, able to title the imported deposit to Deposit is not an option in QBO. 

We recognize that each company has unique needs, and I can see how the feature you're looking for would benefit and empower your business. I recommend sending this request straight to our product engineers through feedback. It helps us improve the features of the program.

To send feedback, follow the below steps:

1. Go to the Gear icon at the top.
2. Select Feedback.
3. Enter your comments or product suggestions. 
4. Then select Next to submit feedback.

To be updated with the recent and upcoming changes for QuickBooks products, visit these sites:

• QuickBooks New Features and Innovations
• What's New in QBO?

For future tasks, here's a great resource about the best practices when reconciling: Learn the reconcile workflow in QuickBooks.

Please know that I'm just a reply away if you need any further assistance managing transactions in QBO.

Hello,

Is there any way to make the system stop autofilling JE numbers?  

Hi there, Rmentle.

As you may have observed, the system automatically assigns the transaction number when creating a journal entry. 

QBO also uses a numbering sequence for journal entries and other sales forms. It increases it by one based on the last number used in the previous transaction.

For now, there's no option to turn it off or stop the system from automatically filling the Journal number field. Although, you can manually edit or change the number when recording it. 

I would recommend sending feedback about this to our product engineers. Most of the new features and product enhancements were based from customer suggestions.

Here's how to send feedback from your QBO account: 

1. Go to the Gear icon and select Feedback.
2. Type in your feedback and suggestions about the advertisements in QBO.
3. Click Next to submit them.

Feel free to check out these journal-entry related articles in case you need more guidance when recording them in QBO:

• Print a Journal Entry Report in QuickBooks Online 
• Mixing Currencies in Journal Entries 

The Community is always here if you need anything else. 

Hi:  I have noticed that when I am making Journal Entries, it will follow the sequence; however when I go to print the report for the Year 2023, it jumbles up the sequence and then it will not print the whole year, but just the one I am working on, example:  2301, 2302, 2303.  It does 2314, 2301, 2304, etc.  Then when I want to print the journal out for that year, it will only print the last JE that I made, not for the whole year.  What is the fix?  Thank you!

Sharon [removed], EA

for Gerald [removed]

I really appreciate you sharing this information, Sharon135. Let’s dive into how we can resolve this together.

When you’re printing a journal report in QuickBooks Online (QBO), just remember to select Default from the Sort by drop-down menu. Also, choosing Ascending for the Sort in order will help to keep everything organized and looking great.

Please see the provided screenshot below.

However, if the issue persists, I recommend performing the troubleshooting steps to determine whether the issue is related to your browser. Start by logging in to a private browser, this will not store cache files that can cause lag to a web-based program. You can follow these shortcut keys:

• Google Chrome: Ctrl + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Microsoft Edge: Ctrl + Shift + P
• Safari: Command + Shift + N

Alternatively, you can use any other supported, up-to-date browser to ensure the best experience with QuickBooks.

Furthermore, if you want to personalize your reports. Feel free to check out these articles:

• Customize reports in QuickBooks Online
• Customize reports in QuickBooks Online using a modern view

If you have additional concerns or questions about printing or reports in QBO, you can add comments anytime. I’ll be here always.