How to View Journal Entries in QuickBooks Online and Desktop?

How to View Journal Entries in QuickBooks Online and Desktop? We’re here to simplify it. It is crucial to understand what journal entries are, how to find or make them in QuickBooks desktop/ Online, and why they are created. But before we get to the crux of the matter, let’s take a step-by-step approach.

What Are General Journal Entries & How Does It Work for QuickBooks?

A journal entry is used to record a company transaction in accounting records. Every business transaction must be recorded in at least two locations for a journal entry (double entry accounting) to make sense. You may manage your business accounts with the help of the QuickBooks software, which automates some accounting and financial management functions.

Basic QuickBooks online journal entry Format

To maintain the balance of the accounting equation (Assets = Liabilities + Shareholders’ Equity), the debits and credits for each journal entry must be equal.

We must constantly take into account four aspects when creating journal entries:

1. Which accounts the transaction has an impact on.
2. Find out if the balance is increased or reduced for each account.
3. Calculate the amount of change for each account.
4. Maintain the equation for accounting’s balance.

How to View or Find Journal Entries in QuickBooks Online?

To view journal entries in QuickBooks Online, use the Advanced Search option or access them via the Audit Log. The Advanced Search allows for detailed filtering, while the Audit Log tracks all system events, making it easy to find and review specific journal entries. Follow Step by Step Guide Listed Below:

Step 1. Log in to your QuickBooks Online Account

Navigate to the QuickBooks Online website and enter your credentials to log in to your QuickBooks Online account.

Step 2. Select the Appropriate Company File 

If you manage multiple companies, ensure you choose the correct one to view its journal entries.

Step 3. Navigate to the Reports Section

Look for the “Reports” option in the left-hand menu on the dashboard and click on it to access various reporting tools.

Step 4. Scroll Down to the ‘For my accountant’ Section

In the ‘Standard’ tab, scroll down to the ‘For my accountant.’ It contains reports that are particularly useful for accounting purposes, including journal entries.

Step 5. Click on the Journal Report Option

Selecting the journal report option will open a detailed report specifically for journal entries, which will allow you to view all relevant transactions.

Step 6. Set the Date Range for the Journal Entries

Use the date filters to customize the reports according to the specific period you want to analyze.

Step 7. Open and View a Detailed Journal Entries List

Once the report is generated, you can see all journal entries within your specified date range, including details such as dates, amounts, and accounts involved.

How to View Journal Entries in QuickBooks Online via Audit Log?

Users can access journal entries through the audit log. It is a systematic process which allows users to track changes made to the journal entries and provides transparency and accountability.

Steps to view journal entries via audit log:

Step 1. Opening the Audit Log

Click on Settings () at the top right corner of your interface. Choose Audit Log to open the audit log interface from the drop-down menu.

Step 2. Filtering Results

Utilize filter options to simplify your search. You can filter results by:

• User: Identify changes made by specific users.
• Date: Narrow down changes to a particular time frame.
• Event Type: Focus on specific types of events related to journal entries.

After setting your desired filters, click Apply to view the relevant records.

Step 3. Reviewing Changes

The audit log will present a complete history of changes made to journal entries,  which contains details such as:

• Who Made Changes: Information about the user who performed each action.
• When Changes Occurred: The exact date and time of each modification.

Select View in the History column adjacent to individual entries for a deeper dive into specific entries. This action will provide detailed insights into what changes were made.

How to View the Journal Entries in QuickBooks Online via the Advanced Search Option?

QuickBooks offers the Advance Search option to view the journal entries in QuickBooks Online via Advance Search:

Step 1. Launch QuickBooks Online

Open the QuickBooks Online application on your device.

Step 2. Locate the Search Icon

Find the magnifying glass icon (), typically located at the top right corner of the interface.

Step 3. Select Advanced Search

Click on the magnifying glass icon, then choose the Advanced Search link from the dropdown menu.

Step 4. Choose Journal Entries Type

In the advanced search menu, look for the option to select Journal Entries. Select Journal Entries from the available options.

Step 5. Set Filters

You can further refine your search by:

• Entering a custom date range.
• Specifying a reference number, if applicable.
• Selecting a customer or entering an amount related to the journal entry.

Step 6. Review Results: 

After setting your filters, click on the search button to display the relevant journal entries that match your criteria.

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how to see journal entries in quickBooks online?

You can run Journal reports to see your saved journal entries in QuickBooks Online, follow further simple steps below:

1. Log in to QuickBooks Online.
2. From the left-hand menu, click on the ‘Reports’ section.
3. Scroll to the ‘For my accountant’ category and select ‘Journal.
4. Use the available search and filter options to refine your view. You can filter by date, amount, or account to find specific journal entries.
5. Once customized, the report will display all the relevant journal entries.

This process ensures you can easily locate and see any saved journal entries in QuickBooks Online.

How to View or Find Journal Entries in QuickBooks Desktop?

To view journal entries in QuickBooks Desktop, go to the Reports menu and select “All Journal Entries.” For older entries, use the Journal Entry option under “Create,” then click the counterclockwise arrow and “View More” to access and filter past entries. Follow step by step Instructions below:

How to View General Journal Entries in QuickBooks Desktop via a Report Menu?

All of your journal entries are saved in your account by QuickBooks. The simplest method is to go to the Reports menu and choose All Journal Entries. You may access the relevant journal entries from this point.

1. Go to the left side and click on Reports to start.
2. Then, you must look for the journal in the relevant search box.
3. Press the drop-down menu labeled “Month-to-date” below the specific report period. 
4. Select Custom.
5. Edit the date range to include the start and end dates for the period you want to view the journal entries.
6. To update the specified report, click anywhere on the relevant page. 
7. You may do this to view QuickBooks Desktop’s journal entries.

How to view the Old Journal Entries in QuickBooks Desktop Applications?

You might need to verify the old QuickBooks journal entries if you find an issue during account reconciliation.

1. Firstly, click on the Create button in the upper right corner.
2. Then, press Journal Entry.
3. You must now choose the symbol with the counterclockwise arrow. The top-left corner will have this arrow there.
4. Then click View More.
5. Finally, you will be able to see see all journal entries in QuickBooks online. In addition, you may filter them if you need specific data.

How to Find/View List Of journal entries in quickBooks online?

To view list of journal entries in QuickBooks Online, follow these simple steps:

Step 1. Access the Reports Section: 

Start by navigating to the Reports section from the left-hand panel of your QuickBooks Online dashboard.

Step 2. Select the Journal Report: 

In the search bar or within the reports menu, find and click on the Journal report. This report will provide a complete overview of your journal entries.

Step 3. Customize Your Report: 

Once the report window opens, click on the Customize button to filter specific journal entries. This allows you to customize the report to your needs.

Step 4. Set the Date Range: 

In the customization options, set the Date range to include old journal entries for your desired reporting period.

Step 5. Filter by Transaction Type: 

From the Filter dropdown, check the box for Transaction Type, then select Journal Entry type to focus solely on journal entries.

Step 6. Run the Report: 

After applying your filters, click on Run Report. This will generate a list of all journal entries that match your criteria, including any notes in the MEMO/DESCRIPTION column.

Once the report is generated, you can easily see a list of your journal entries in one place for better financial management.

The Bottom Line

In QuickBooks, the journal entry plays a significant role. This makes it easier for you to record many transactions and upload them straight to the general ledger. If you wish to access a journal entry after generating or removing it, use the following methods. 

The use of the Advanced Search, Audit Log, and Reports menus to view journal entries in QuickBooks Online and QuickBooks Desktop has been covered in this blog. You should now be able to comprehend the specifics, in case of any doubts feel free to connect with Accounting and Bookkeeping experts.

FAQs

Q 1. Where Are Journal Entries Stored in QuickBooks Online?

Ans. If you’re looking for “where to find journal entries in QuickBooks Online?” follow these steps:

1. Firstly, select the Create option (+) in the upper right corner.
2. Then, choose Journal Entry.
3. Select the symbol in the upper left corner with the counterclockwise arrow.
4. Then, select More View.
5. Finally, you may see Journal entries here and use the filters to find the data you need.

Q 2. What Would a journal Entry Look Like?

Ans. Every journal entry in the general ledger comprises the date, the amount, the account numbers of the impacted accounts, and the description of the transaction. A reference number, such as a check number, and a brief description of the transaction may also be included in the journal entry.

Q 3. How to View Adjusting Journal Entries in QuickBooks Online?

Ans. To view adjusting journal entries in QuickBooks Online:

1. Open QuickBooks Online.
2. Go to ‘Reports’ on the dashboard.
3.  In the search bar, type “Journal Entries.”
4. Use filters to narrow down to adjusting journal entries.
5. Click on entries to view adjusting details.

Q 4. How to Find All Old Journal Entries in QuickBooks Online?

Ans. To find All old journal entries in QuickBooks Online:

1. Log in to QuickBooks Online.
2. Go to ‘Reports’ on the dashboard.
3. In the search bar, type “Journal Entries.”
4. Apply date filters to locate All old journal entries.
5. Click on entries to view details.

Q 5. how to see past journal entries in QuickBooks online?

Run Journal reports to see your past or previous journal entries in QB Online. Before that, let’s ensure to filter the dates to include the past entries. Here’s how:

1. Go to the left dashboard and select Reports.
2. Search for Journal report.
3. Run the report for the desired period.
4. Click the Customize button and filter by Transaction Type to Journal Entry.
5. This will display the past/previous journal entries for the selected period.

how to view all journal entries in QuickBooks desktop?

To view all journal entries in QuickBooks Desktop:

1. Go to the Menu Bar and select Company.
2. Choose Make General Journal Entries.

This will give you access to all your journal entries, where you can view, edit, or add new transactions easily.