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Manually Adding General Journal Entries in QuickBooks

If you’ve integrated BigTime with QuickBooks, you can automatically sync your payment data with your accounting system to keep records consistent. Click on the BANKING tab, and select MAKE DEPOSIT from the dropdown menu that appears to view this data. 


Once one of these pending payments is deposited, QuickBooks will automatically create two general journal entries associated with the payment – one for the deposit amount, and one for the payment’s transaction fees. The purpose of these journal entries is to provide extra context about each payment so you can have more accurate records of your firm’s financial operations. Drilling down into one of these journal entries will show you the payment amount split into two types: the payment’s debited and credited amounts.


Sometimes errors occur while syncing payments to QuickBooks from BigTime. In such cases, these journal entries may not automatically appear when a pending payment has been deposited. If this is the case, or if you prefer to add them yourself, here are the steps you would follow to manually add journal entries for payments to QuickBooks.


How To Manually Add QuickBooks Journal Entries

1. Within QuickBooks, click on the COMPANY tab in your navigation bar, and select MAKE GENERAL JOURNAL ENTRIES from the dropdown menu that appears. This will open a new window where you can manually add payment journal entries.

2. You’ll see a spreadsheet with header tabs labeled ACCOUNT, DEBIT, CREDIT, MEMO, NAME, BILL and CLASS. Since each payment needs to be pinned to two general journal entries with separate credit and debit amounts, you’re going to create those entries in this spreadsheet line by line. You’ll start by making an entry to record the deposited payment amount.

The ACCOUNT header will designate either the type of payment you’re recording or where the deposit amount will go. In the first row under this header, click the GRAY ARROW and select UNDEPOSITED FUNDS from the picklist that generates. 


Now, you’ll add the amount associated with the first journal entry. Your Undeposited Funds amount will need to list an amount in the CREDIT column, so add the amount that matches to the pending payment we’re creating the journal entry for. The number you type in that column will automatically be added in the DEPOSIT column for the second row. 


3. The ACCOUNT column in the second row will determine where your deposit will be sent. Select the relevant option from the dropdown menu that generates from the picklist – in this example, we’ve chosen My Bank.


You can also add details about your deposit into the memo column if you so choose. This will attach to your journal entry in case you need to reference it later. 

4. Since you want to create two journal entries for one of your payments, you’ll have to manually add the transaction fee journal entry as well. First, click the SAVE button in the top toolbar.


This will save your first entry and clear the spreadsheet below. Now, click NEW and follow the same steps above to enter information for your second journal entry.


5. Once you’re satisfied with the changes you’ve made, you can click the SAVE & CLOSE button in the bottom right corner. 


Now, when you go to COMPANY…MAKE DEPOSITS, you’ll see the journal entries you just created appear in your PAYMENTS TO DEPOSIT window. Check the boxes next to your payment and the two corresponding journal entries. 

Then, click the blue OK button at the bottom of your screen to create a record of the payment. 


If everything has been recorded correctly, the amount next to DEPOSIT SUBTOTAL at the bottom of your screen will be zero. Now you’ve successfully added a general journal entry and tagged it to a payment manually in QuickBooks.

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