How to View Journal Entries in QuickBooks Online: A Detailed Guide

Whether you’re reconciling accounts, reviewing transactions, or preparing for tax season, accessing your journal entries is essential. Journal entries record your financial transactions and ensure your accounts are balanced and accurate.

 In this detailed guide, we'll walk you through the steps to view journal entries in QuickBooks Online, including insights on the new Modern View reporting experience that QuickBooks Online has started rolling out.

Step-by-Step Guide to Viewing Journal Entries

Follow these steps to view your journal entries in QuickBooks Online:

1. Log into Your QuickBooks Online Account

   • Begin by logging into your QuickBooks Online account.

2. Navigate to Reports

   • Once on the dashboard, navigate to the left panel and click 'Reports.’

3. Access the Journal Report

   • In the 'Standard' tab, scroll down to the 'For my accountant' section and click 'Journal.'

   • Note: If the report is using the new Modern View, you'll notice a magic wand icon on the title. Starting July 2024, this new view will gradually replace the Classic View for all standard reports.

4. Set the Date Range

   • Here, you can set the date range for the journal entries you wish to view.

5. Customize the Report

   • To customize the report further, click on the ‘Customize’ button.

   • After setting your filters, click ‘Refresh report’ to view all the journal entries.

6. View and Edit Entries

   • You’ll now see a list of all journal entries within your specified date range. Click on any entry to view more details or to make edits.

7. Print or Export the Report

• To print or export the report, use the options at the top of the report page.

Insights on Modern View Reporting Experience

In July 2024, QuickBooks Online started rolling out a new reporting experience for Standard Reports called Modern View. This update is significant because it introduces several enhancements and changes to how reports are generated and viewed:

• Improved User Experience: Modern View offers faster loading times and fewer crashes for reports with many lines. It also includes improved user permissions for reporting to ensure your data is secure.

• Enhanced Customization Options: With Modern View, you can immediately preview customizations before saving your report. It offers more customization options, including advanced filters, data pivots, and charting of your data.

• New Reports and Features: The update includes new reports for Fixed Assets, Revenue Recognition, and Projects. It also allows you to run any report directly from Microsoft Excel and add it to Management Reports.

Customizing Reports in Modern View

Here’s how you can create custom reports using the new Modern View:

1. Create a Custom Report

   • Go to Reports and select + Create new report.

   • Choose the report type, then click Create. You might see options for using the report creation wizard or manually adding data columns.

   • Use the pencil icon to enter or edit the name of your report.

2. Customization Options

• Date Range: Select the date coverage for your data.

• Pivot: Summarize and total your report data. Select fields to categorize in the rows and columns, then choose which value field you want to summarize.

• Group: Categorize line items by any column and calculate totals, averages, or percentages for numeric groups.

• Filter: View only specific entries by selecting what you want to filter by.

• General Options: Change the accounting method, number format, or header/footer fields.

• Columns: Select and reorder columns, and choose to include or exclude them from your report.

3. Saving and Viewing Custom Reports

   • Select Save As to save your report. You can edit it at any time.

   • To view your custom reports, go to Reports and select the Custom reports tab. Click on the report name to open it.

4. Exporting and Printing

   • Use the Export/Print dropdown to export your data to Excel or print the report.

Visualizing and Scheduling Reports

1. Visualize Your Report

   • Open your custom report and select Chart View. Choose a chart type and adjust the fields for the Horizontal (X) and Vertical (Y) axes.

2. Add Chart Reports to Management Reports

   • While viewing your report in Chart View, go to More actions and select Add to Management reports. You can create a new management report or add to an existing one.

3. Schedule an Emailed Report

   • From the Standard or Custom reports tab, select more options next to any report available in the New Enhanced Experience, then select Create a schedule.

   • Enter the workflow name, start date, and how often you want the report sent. Fill out the email details and select Save and Enable.

Conclusion

By following these steps and leveraging the new Modern View, you can efficiently view and manage your journal entries in QuickBooks Online. This update enhances the reporting capabilities and ensures a more streamlined and user-friendly experience.

Bonus Tip: If you need to add multiple journal entries into QuickBooks, consider using integrations like Saasant Transactions. These integrations allow you to import journal entries from Excel into QuickBooks, simplifying the process.

FAQs

How do you show journal entries?

To display journal entries in QuickBooks Online:

1. Log into your QuickBooks Online account.

2. Navigate to the 'Reports' section on the left panel.

3. Under the 'Standard' tab, locate the 'For my accountant' section and select 'Journal.'

4. Set the desired date range and apply specific filters using the 'Customize' button.

5. Click ‘Refresh report’ to view the entries.

How do I view a transaction journal in QuickBooks Desktop?

To view a transaction journal in QuickBooks Desktop:

1. Open QuickBooks Desktop and navigate to the 'Reports' menu.

2. Select 'Accountant & Taxes.’

3. Choose 'Journal.’

4. Specify the date range and other filters to narrow down your search.

5. Review the displayed transactions.

How do I find entries in QuickBooks?

To find specific entries in QuickBooks Online:

1. Log in to your account.

2. Go to the 'Reports' section.

3. Access the 'Journal' report under the 'For my accountant' category.

4. Use the search and filter tools to find specific entries by date, amount, or account.

Where is journal entry in QuickBooks?

In QuickBooks Online, you can create a journal entry by:

1. Clicking the ‘+ New’ button at the top of the left-hand menu.

2. Selecting ‘Journal Entry’ from the dropdown options.

3. Fill in the necessary transaction details and save the entry.

How to see a list of journal entries in QuickBooks Online?

To see a list of all journal entries:

1. Access your QuickBooks Online account.

2. Click on 'Reports' from the left-hand panel.

3. Go to the 'For my accountant' section and click 'Journal.’

4. Customize the report as needed to refine your search and view the list.

Where are journal entries posted?

In QuickBooks Online, journal entries are posted in the general ledger as soon as they are saved. Each entry affects at least two accounts (debit and credit) to balance the accounting equation. You can review these postings by accessing the 'Journal' report in the 'Reports' section.