We know that it is the Golden rule of accounts that the amount credited should be equal to the amount debited and vice versa. The recording of financial data and business purchases and sales reports belongs to business transactions. Journal entries present an audit examination and a means of analyzing the impact of the transactions on an organization’s financial position. Journal entries in QuickBooks Online works like company balance sheet and trial balance. 

What is Quickbooks Journal Entry?

As a Quickbooks user, you might have entered incorrect transactions in your data. And to rectify this mistake you have to make changes to original transactions, this can be simply done by entering a journal entry in Quickbooks. Quickbooks online feeds transaction history as a journal transaction. If you don’t know what a journal entry is, it shows account transactions and consists of two parts- debit and credit.

One account is debited with the same amount another account is credited in a single journal entry. the journal entries are recorded to make balance sheets, income and expense statements, etc.

If you enter any data Quickbooks automatically puts that transaction into the journal ledger. So, if you want to enter a transaction manually or correct a mistake made earlier you have to use the journal entry feature in Quickbooks Online.

Journal entry in QuickBooks online is mostly utilized when:

  • Transfer money between income and expense accounts.
  • Send money from an asset, liability, or an equity account to the income or the expense account. 
  • Rectify the error by making a journal entry.
  • If you want to insert debits and credits side in the journal or the ledger accounts.

Points to remember while creating Journal Entry in QuickBooks Online

Journal entries for QuickBooks are complete for income tax provisions, depreciation entries, and loan interest arrangements. There are certain terms and conditions to create journal entries. The prescripts are given below:-

  • Have to include one account receivable or account payable type account all entry.
  • Utilize accounts receivable or accounts payable account on the second line of the journal entry.
  • Entry to accounts payable type or the account receivable will require a consumer or vendor.
  • Do not create journal entries to inventory lists or payroll accounts.
  • Quickbooks online doesn’t support multi-currency.

Steps to Create a Journal Entry in QuickBooks:

Take the help of accounting specialists for knowledge and proper guidance. If you still don’t know which account requires to be debited and which one is to be credited in a transaction then follow some instructions properly to create a journal entry in Quickbooks Online:-

  1. Move to the top and choose the ‘Plus icon’(+).
  2. Select the journal entry option.
  3. Fill in the Transaction Date in the Journal date Area.
  4. Insert a Journal Number of the transaction in the sheet which helps you identify the transaction. And Fill completely the first distribution line-
    • Accounts – the accounts inside the chart of accounts are meant to be filled.
    • Debits or Credits – manually, the first in line are debits. You can look for the transactions in the previous transaction report. View if debit has changed as per the choice or after you have saved the transaction.
    • Description – enter a description to view transaction details report sheets. 
    • Name – Select a Customer, Vendor, or employee-related to the line if there is any other.
    • Enter all the other details which you think are suitable or usable for future reference.
  5. If the total of the debit column entries does not equal the sum of column entries, then continue to completely fill in the Distribution lined until the total of both transactions is equal.
  6. Choose to create a recurring Journal Entry Schedule but it is optional.
  7. Save and new if you want to add another journal entry otherwise choose to save and close to finish the Transaction.

Import Journal Entries in Quickbooks Online 

You can import Journal Entries very easily from the text files or Excel spreadsheets directly into QuickBooks online with the Quickbooks import feature.

Note: for easy and smooth working turn off account numbers before you begin importing your journal entries. The account numbers can be turned back on once your import is finished. Here are the simple basic direction to Imports Journal Entries in QuickBooks Online-

Step 1: Prepare spreadsheet before importing data

If your spreadsheet has new accounts, be sure to add them to your chart of accounts before importing. Make the column heading as required:

  • Journal No
  • Journal Date
  • Account Name
  • Debits
  • Credits
  • Select date format

Step 2: Import the journal entries

  1. Reach out to Settings, then choose Import Data.
  2. Choose Journal Entries.
  3. In the Download page, select Browse. Note: Download a sample file if you need help formatting your journal entries.
  4. Choose your CSV or Excel file which you have prepared earlier. Open it and click on Next.
  5. Map your information. The most important direction in the import is to map your file headers to the QuickBooks area in ways 3 of the import. Some key ways below:
    • You want to locate our file headers to “ Excel Transaction” areas. This mapping will capable us to import your transaction properly into QuickBooks business.
    • In the locating display, we have the “Preview Mapping” button which can support you to visualize your at a time mappings as per the Quickbooks display with your file headers.
  6. Your Field represents the headers on your spreadsheet. From each small arrow icon, select the one that matches a field in QuickBooks Online.
  7. Select Next. If an error occurs edit the file and retry.
  8. Choose Start import. And hit Done.

Once you’re done, you can use the search function to check and edit the journal entries.

Export Journal Entries in Quickbooks Online 

  1. Reach out to the Accountant menu.
  2. Choose Send General Journal Entries.
  3. Either select from the Dates drop-down or enter the appropriate date in the From and To dates to filter the list of Journal Entries. If Journal entries are not current then:-
    • Insert the Journal entries and then save entries.
    • Choose transfer GJEs.  
  4. Checkmark the box next to the Journal Entries you want to export.
  5. Send the Journal Entries to the recipient(where you want to import the transactions)
  6. Choose Email as Attachment to send the Journal Entries now.
  7. Click on Save as File to save the Journal Entries as a.QBJ file which can be attached to an email or transferred to portable media. You have successfully exported the journal entries.

Edit the journal entries before transferring

Although this is optional, but if you need some alterations in your entries: follow the ways shown below to edit journal entries:-

  • Choose the link in the accountant column.
  • Move to create a general entry window and upgrade the entry.
  • Choose to save and close. 
  • If you need to verify that your recipient imports all journal entries, not check the enable recipient to choose which GJEs to post to file box.
  • Press on the email as an attachment to transfer the journal entries now.


In this blog we talked about the subject of journal entries in Quickbooks Online, how to create and import, export journal entries in Quickbooks Online. And why Journal entries are created and what are they. You can call us on QuickBooks support phone number to resolve any doubts and problems related to journal entries. Just ring us on our toll-free number +1-844-519-0042 to get instant help. Our QuickBooks experts are available at any time 24*7. They will help you with the proper guide on how to create import and export journal entries in QuickBooks online. You can also contact us if you have any other queries or issues related to Quickbooks.

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