I have a lot of QuickBooks experience and loved the ease of setting it up and using it. I started and ran a business for 12 years using it the entire time. However now I'm starting a new position and the person I'm taking over for is an accounting major and LOVES journal entries. Almost everything as far as sales is done with journal entries. Then there's "reversals" etc. I find this mind boggling as I am not an accountant but more of a bookkeeper. What I'm wondering is instead of entering sales and deposits by way of complex journal entries if it wouldn't be acceptable to do this by way of a "sales receipt" then I'd just need to go to "make deposits" etc.? Hope I'm explaining myself well enough here. Id love to chat with someone. I'm used to fully utilizing all aspects of QuickBooks. What I'm working with now is kind of a mix of old school ledger sheets and journal entries as opposed to letting QB do the "accounting" work for me. Seems like its is way more complex than it needs to be.
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Journal Entries for most anything in QB are Errors. They are violating cash Vs accrual basis reporting; they cannot use Items or Names correctly; sales taxes are not going to calculate; you cannot do this with Inventory, etc.
That person is so very much making a mess of this data file.
Yes, you Should be using the other tools. This program has an Interface = tools. Look at all the menus and the options; that is WHY they exist.
JE are mainly useful for Year End depreciation and similar Non-Name, non-Item, non-Banking, Non-AR and AP, non Calculating, Non-Qty- related, purposes.
Show them the issue: Run a Sales Report, or a Job Profitability report, or an AR Aging Summary report, or an AP summary report. Let them see the issues.
Here are the Video Tutorials for how to use QB properly:
I have recently had a very similar experience. A company I consult hired a new bookkeeper who is studying for the CPA exam. New hire said she/he knew Quickbooks well. In reality, new hire doesn't know Quickbooks as well as he/she thought.
But new hire likes those journal entries. I said to make use of the tools Quickbooks provides such as customer invoicing, receiving payments, creating deposits, writing checks, entering vendor invoices since making use of the built-in tools allows you to create informative, accurate reports.
I agree with you- journal entries are not informative to work with when entering daily transactions. Since the company purchased Quickbooks, you should make use of Quickbooks as the tool it is.
JEs can be used to record depreciation expense, close out equity accounts at year end and a few other instances. But they are the exception -- not the rule.
You are right about using the forms in QB -- invoices, sales receipts, credit memos, checks, etc.
I hope this was helpful.