How to View Journal Entries in QuickBooks Online?

Journal entries in QuickBooks Online or QBO play a crucial role in accurately tracking and managing your business’s financial transactions. These entries provide a detailed record of debits and credits, helping you maintain organized books and meet compliance standards. Users often need to view, edit, or delete journal entries to verify past activity, correct errors, update records, or generate accurate financial reports. These functions not only support error-free accounting but also streamline audits and financial reviews, making them essential for effective bookkeeping in any business environment.

Steps to View Journal Entries in QuickBooks Online

Before managing journal entries in QuickBooks Online, you must log into your QBO account with appropriate permissions, especially if you intend to make changes or export data. Access to the Reports section and familiarity with features like the Journal Report, Audit Log, and Customize filters are key to finding and editing/modifying your entries. Check out the steps to view journal entities in QuickBooks Online (QBO).

Step 1: Log in to Your QuickBooks Online Account

To get started, sign in to your QuickBooks Online account using your credentials. Make sure you have the necessary user permissions, especially if you’re planning to view, find, edit, or export journal entries.

Step 2: Go to the Reports Section

Once you’re on the dashboard:

• Click “Reports” in the left-hand navigation menu.

Step 3: Open the Journal Report

• Under the “Standard” tab, scroll to the “For my accountant” section.
• Click “Journal.”

Note: If the report uses the new Modern View (marked by a magic wand icon), know that this format will gradually replace the Classic View from July 2024 onward.

Step 4: Set the Date Range

• Use the date filter at the top of the report to specify the time period you want to review.
• This ensures only the relevant journal entries appear in your report.

Step 5: Customize the Report

To narrow down your search or highlight specific information:

• Click “Customize” in the upper-right corner.
• You can filter the report by:
  • Transaction type
  • Specific accounts
  • Amounts
  • Memos or descriptions
• To update the view, users must click on ‘Refresh Report’ or ’‘Run Report’ once you are done adjusting the filters.

See More: QuickBook Desktop 2024 New Features

Step 6: Review and Edit Entries

• Your customized Journal Report will now display a list of journal entries that match your criteria.
• Click on any individual entry to:
  • View more detailed information.
  • Edit the entry (if necessary) by selecting “Edit.”
  • Review change history by clicking More > Audit History.

Step 7: Print or Export the Report

Here are the steps to save or share the report:

• Use the icons at the top-right corner to Export as Excel or PDF.
• You can also choose to Print the report directly from QuickBooks.

How to Edit or Change Journal Entries in QBO?

Users can follow the step-by-step guide to adjust (edit or change) journal entries:

1. Sign in to QuickBooks Online and click the Gear icon.
2. Go to QuickBooks Chart of Accounts, find the relevant account, and open Account History.
3. Look for the journal entry. 
4. In order to open it, click on its number.
5. Make changes to date, amount, accounts, or memos.
6. Click Save and Close to update the record.
7. For complex errors, delete and re-enter the entry via + New > Journal Entry.
8. Always double-check before saving and consider consulting an accountant if needed.

How to Find All Journal Entries in QuickBooks Online?

The steps mentioned below will guide you to retrieve the full list of entries when you want to view every journal entry in your QBO records.

1. Sign in to your QuickBooks Online account.
2. From the left-side panel, click on Reports.
3. Go to For My Accountant.
4. Click on the Journal section.
5. Adjust the date range, transaction types, or columns using the Customize button.
6. Click Refresh Report to update the view.
7. You’ll see all journal entries that meet your criteria.
8. You can also export, print, or email the report for recordkeeping or sharing.

Suggested Reading: Download QuickBooks Desktop 2024

How to See Journal Entries in QuickBooks Online?

Follow these steps when you need to quickly see any specific journal entries for reviewing or editing:

1. Log in to your QuickBooks Online account.
2. Click Reports on the left-hand menu.
3. Scroll down to the For my accountant section and select Journal.
4. Use the search bar or filters to locate specific journal entries.
5. Apply filters like date, amount, or account to narrow your results.
6. In order to see the entries, click on the ‘Run Report’.
7. This ensures you can easily see any journal entries saved in your system.

How to View Deleted Journal Entries in QuickBooks Online?

Follow these steps to locate and review deleted entries using the Accidentally deleted an entry or suspect a change.

1. Log into QuickBooks Online and go to the Gear icon .
2. Under “Tools,” select Audit Log.
3. Click Filter, then choose Deleted/Voided Transactions from the Events dropdown.
4. Set the date range and click Apply.
5. Locate the deleted journal entry in the log and click View to see its details.

You can also go to + New > Journal Entry in order to manually enter the data once again.

How to View General Journal Entries in QuickBooks Online?

In order to check the detailed list of general ledger entries for financial tracking, follow these steps:

1. Sign in to your QuickBooks Online account.
2. Go to Reports from the left-side menu.
3. Scroll to For My Accountant and select the Journal report.
4. Apply a suitable date filter to focus on the period you want.
5. Click Run Report to display general journal entries.
6. This gives you a structured view of all entries across your ledger.
7. Use this to monitor or validate your financial activities.

Know More: Upgrade QuickBooks Verion 2024 to Latest Release

How to View Previous Journal Entries in QuickBooks Online?

Check out these steps if you need to audit to verify transactions from an earlier period:

1. Log into QuickBooks Online.
2. Click on Reports from your dashboard.
3. In the search bar, type and select Journal Report.
4. Use the date filter to set the period you want to review.
5. Click Run Report to view past journal entries.
6. The report shows detailed data like dates, accounts, amounts, and memos.
7. This is ideal for auditing older transactions or verifying historical records.

How to Run a Journal Entry Report in QuickBooks Online?

Follow these steps to run a journal entry report in QBO when you’re preparing financial summaries or need a complete entry overview. 

1. Open your QuickBooks Online account and go to Reports.
2. In the search bar, type “Journal” and choose Journal Report.
3. Set the desired date range to include relevant transactions.
4. Click Customize to filter by account, transaction type, or other preferences.
5. Select Run Report to generate the report.
6. Use the Export or Print options in the top-right corner for sharing or saving.
7. This helps you keep track of all journal activity effectively.

Learn how to set up QuickBooks Multi-User Mode to enable multiple users to access the same company file simultaneously. Follow our step-by-step guide to ensure a smooth and error-free configuration.

How to Export Journal Entries in QuickBooks Online?

To back up your data or share it externally, check out these steps to export journal entries to Excel or PDF formats. 

1. Log in to QuickBooks Online with appropriate permissions.
2. Click Reports and search for the Journal or Transaction List by Date report.
3. Adjust the date range and filter by Transaction Type > Journal Entry.
4. Click Export in the top-right corner.
5. Choose between Export to Excel or Export to PDF.
6. Save the file to your computer and review it.
7. The exported data can be used for backups, sharing, or external imports.

How to Review Journal Entries in QuickBooks Online?

In case you need to verify accuracy or detect errors in your records, follow these steps to carefully review each journal entry. 

1. Log in to your account and open the Reports section.
2. Search for and open the Journal Report.
3. Use the date filter to select the period you wish to review.
4. Examine each entry’s account, debit/credit amounts, and memos.
5. Click any journal entry to drill down for more details.
6. Use Edit to make changes or select More > Audit History to track updates.
7. This ensures accuracy in your records and easy error detection.

Conclusion

To view journal entries in QuickBooks Online, sign in to your account and go to the Reports section. Open the Journal Report, set a date range, and customize the filters to narrow your search. You can then review, edit, or export the entries. This process helps you maintain accurate financial records and easily track past transactions or make necessary adjustments.