The numbers you use for your transactions are an important part managing your books and I want to make sure you're able to use the numbers you need on your journal entries. I'll go over how QuickBooks numbers entries and how you can change the existing number.
QuickBooks Online's numbering system works sequentially, choosing the number of the new transaction based on the last number entered. For instance, if I were to create a journal and number it 541, the program will use 542 as the next number. There isn't a way to stop that sequential pattern, but there is a way to enter the number you want when you're creating a journal entry.
All you need to do is look to the Jounral no. field just above the columns where you enter the journal data and change the number in the field. Here's a visual reference for you.
Next time you have a journal entry you need numbered other than what the system assigns, feel free to change it here. Check out this article and its video to learn more about this transaction type: Create a journal entry in QuickBooks Online
Give me a shout if you need anything else. :)
My problem is related to this. On a monthly basis I import journal entries from our CRM/payment client, and I can't control or edit their reference number, which becomes a journal entry number when imported. How can I prevent QB from autonumbering sequentially based on those import entries? The two are in constant conflict with each other, and I want the autonumbering to stay out the range of the external records.
Hi VWFcad. Thanks for joining the discussion. I know how important it is to be able to use the proper numbering sequence, even when importing your journal entries. In this case, I'd encourage you to reach out to our tech support team so that we can assess exactly how these entries are being imported and troubleshoot with you to see how we can resolve this. Our agents can do a remote screen share in order to evaluate the best method of resolution for you.
I'm having this problem importing a payroll file. I get an error message that it can't import due to duplicate journal number being used. I got instructions to turn off auto assigning a journal number, but it only appears to work for desktop and I can't find a way to turn it off for QBO. It won't import until I can turn this off.
It's good to see you here, @kedkin.
I want to ensure this payroll import concern is addressed. For now, we highly recommend contacting our Support Team for them to review the file and help you out with the steps to successfully import the data. Here's how to contact them:
If you have other concerns with the program processes, please post here again anytime. I'll be more than happy to help.