Before You Start

This guide assumes a basic understanding of debit and credit rules in double-entry accounting.

Overview

15 min
Read Time
Intermediate
Difficulty
As Needed
Application

What You’ll Learn

  • When it’s appropriate to use manual journal entries
  • Proper formatting and documentation for clarity
  • Common pitfalls and how to avoid them
  • Tips for reconciling and correcting errors

1. Understanding Journal Entries

A journal entry records a financial transaction, detailing which accounts are debited and credited to maintain the accounting equation.

Key Principles

  • Every entry must have equal debits and credits.
  • Entries affect at least two accounts.
  • They should be recorded chronologically.

Purpose

  • Adjusting entries (accruals, deferrals)
  • Correcting previous errors
  • Recording non-cash transactions (e.g., depreciation)

2. When to Use a Journal Entry

Understanding when to use a manual journal entry versus a dedicated transaction form is crucial.

Method A: Ideal Scenarios

These are the cases where a journal entry is the most appropriate tool.

Use for:
  • Adjusting entries (accruals, deferrals)
  • Recording non-cash transactions (e.g., depreciation)
  • Correcting previous errors that don’t involve bank feeds
  • Opening balance adjustments for new accounts
Not for:
  • Recording everyday sales or purchases
  • Processing payroll liabilities or payments
  • Directly impacting bank or credit card accounts (use banking tools)
  • Creating customer invoices or vendor bills

Method B: Scenarios to Avoid

Expert Tip: Using journal entries for routine transactions like sales, bills, or bank deposits bypasses QuickBooks’ built-in automation and reporting. This makes reconciliation and financial analysis much harder. Always use the dedicated transaction forms when available.

3. Documenting Your Entries

Clear documentation is key to understanding and auditing journal entries later.

Here is an example of a simple adjusting journal entry structure.

{
  "date": "2025-09-30",
  "entry_number": "JE-2025-001",
  "description": "To record depreciation expense for September",
  "transactions": [
    {
      "account": "Depreciation Expense",
      "type": "Debit",
      "amount": 500.00
    },
    {
      "account": "Accumulated Depreciation - Equipment",
      "type": "Credit",
      "amount": 500.00
    }
  ],
  "prepared_by": "Jane Doe",
  "reference": "Fixed Asset Schedule Q3 2025"
}

4. Common Mistakes and Fixes

Avoid these common pitfalls to maintain accurate books.

  1. 1

    Using for Bank Transactions

    Never use journal entries to record deposits or payments directly from bank feeds. This messes up reconciliation. Instead, categorize transactions directly in the banking center.

  2. 2

    Unbalanced Entries

    A fundamental rule: debits must always equal credits. Ensure your entry balances before saving. Most software will prevent unbalanced entries, but always double-check.

  3. 3

    Lack of Detail/Description

    Always include a clear, concise description explaining the purpose of the entry. This saves immense time during audits or review. Reference supporting documents if applicable.

Correction Tip: Reverse & Re-enter

If you make a significant error in a journal entry, it’s often cleaner to reverse the incorrect entry entirely and then create a new, correct one, rather than trying to amend the original.

5. Review and Reconciliation

Regularly review your journal entries to catch errors early.

Monthly Review Checklist

  • Verify all debits equal credits
  • Confirm descriptions are clear and concise
  • Check if entries were appropriate for the transaction type
  • Ensure entries are posted to the correct period

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