How to Use the Account Register in QuickBooksSee QuickBooks: Tips and Tricks for similar articles.
QuickBooks uses basic forms and windows to simplify the recording of transactions without requiring any understanding of accounting concepts. The forms and windows for entering transactions usually resemble the paper version of the transaction. Many transactions are entered using these intuitive forms while QuickBooks records the entry in the appropriate account registers behind the scenes. QuickBooks registers look like the paper bank register you use to keep track of your banking transactions. Most balance sheet accounts listed in the chart of accounts have a register that can be accessed by double-clicking the account in the list. You can enter transactions directly by using the account register or by using forms.This feature works the same in versions 2011–2016 of QuickBooks.
To open an account register:
- From the Home page, in the Company section, click Chart of Accounts.
- To view the register, double-click the account.The account register displays.
Use the same steps to access the register for recording checks, deposits, and transfers directly into your bank account register. Each transaction requires different information, but the data entry processes are similar.
To record a deposit, check, or banking transfer directly into the register, you will need to complete the following information:
- Date. The date of the deposit, payment, or transfer.
- Number (optional). The number of the transaction. Use this field to record check numbers. Deposits and transfers may not have a transaction number.
- Payee. The payee for a check, the customer name for a deposit, or another name as needed.
- Account. The account associated with the transaction.
- For checks, select an expense account.
- For deposits, select an income account.
- For transfers, select the bank account associated with the transaction.
- Memo (optional). A description or note about the transaction (e.g., purchased chairs for office).
- Splits (optional). Use this function if the transaction amount needs to be divided among multiple accounts (e.g., office expense and office furniture).
To record a check using the account register:
- Open the bank account register.
- In the Date field, type or select the check date.
- In the Number field, type the check number.
- In the Payee field, select a payee from the drop-down list or type a payee name. If the payee is not already in the list, the Name Not Found popup opens.To add a new payee, Click Quick Add. The Select Name Type popup opens. Select the type of name to add and click OK.
- In the Payment field, type the amount of the check.
- In the Account field, select an account from the drop-down list or start typing the account name and press Tab when the auto-complete feature finds the account name.
- In the Memo field, type a memo about the transaction if needed.
- Review the transaction on the screen.
- After you verify the transaction is correct, click Record.QuickBooks recalculates the account balance and adjusts the ending balance for the new transaction.
To write a check using the Write Checks window:
- From the Home page, in the Banking section, click Write Checks.
- From the Bank Account drop-down list, select the account to write the check on.
- In the No. field, type the check number. (If you want QuickBooks to automatically assign the next check number when you print checks, mark the To be printed checkbox below the check form. QuickBooks shows "To Print" in the No. field.)
- In the Date field, type or select the check date.
- In the Pay to the Order of field, type or select the payee name.
- In the $ field, type the amount of the check.
- The Expenses table below the check form is used to assign the check amount to the appropriate account. Notice that QuickBooks' auto-recall feature prefills the expense account in the Account field based on previous transactions for the same vendor. If you need to select a different expense account, select it from the Account drop-down list or start typing the account name. If needed, the amount can be split among multiple accounts from your chart of accounts. Preferences for the auto-recall feature can be changed using the Edit > Preferences menu option.Use the Items tab when purchasing items for inventory.
- Examine the transaction to ensure it has been entered correctly, then click Save & Close.
- How to Transfer Funds Between Bank Accounts in QuickBooks
- How to Create a Company File in QuickBooks Using Express Start
- How to Create a Profit and Loss Report in QuickBooks
- How to Customize an Invoice Form in QuickBooks
- How to Add Inventory Items in QuickBooks
- How to Write Checks and Enter Bills in QuickBooks
- How to Use the Account Register in QuickBooks (this article)
- How to Delete and Void Checks in QuickBooks
- How to Export a QuickBooks Report to Microsoft Excel
- How to Add Credit Card Accounts in QuickBooks
- How to Run a Sales Tax Report in QuickBooks
- How to Enter a Credit Memo in QuickBooks
- How to QuickZoom on a Report Item in QuickBooks
- How to Track Time for a Single Activity in QuickBooks
- How to Customize the Icon Bar in QuickBooks
- How to Customize Preferences in QuickBooks
- How to Create a Memorized Report in QuickBooks
- How to Change the Default Sales Tax in QuickBooks
- How to Create a Sales Tax Group in QuickBooks
- How to Add a Filter to a Report in QuickBooks
- How to Perform an Advanced Find in QuickBooks
- How to Add Items to the Item List in QuickBooks
- How to Close a Company File in QuickBooks
- How to Change the Header and Footer in a QuickBooks Report
- How to Enter Credit Card Charges in QuickBooks
- How to Run a Time Tracking Report in QuickBooks
- How to Add Vendors in QuickBooks
- How to Select Payments to Include in a Deposit in QuickBooks
- How to Apply Sales Tax to an Invoice in QuickBooks
- How to Quick Add a Name in a Timesheet in QuickBooks
- How to Use the Open Window List in QuickBooks
- How to Record and Receive Customer Payments in QuickBooks
- How to Track Vehicle Mileage in QuickBooks
- How to Reconcile an Account in QuickBooks
- How to Delete a Memorized Transaction in QuickBooks
- How to Record a Sales Tax Payment in QuickBooks
- How to Create a Memorized Transfer in QuickBooks
- How to Set up a Vehicle List in QuickBooks
- How to Enable Class Tracking in QuickBooks
- How to Set Up a List of Class Items in QuickBooks
- How to Edit a Memorized Transaction in QuickBooks