general ledger quickbooks | Complete Guide to General ledger in QuickBooks

Errors Problem Solutions Quickbooks Errors Solution

Financial accounting is as tough as it gets when it comes to small businesses. Balancing the sheets while keeping a watchful glance over the income statements, cash-flow statements, etc. is a little bit complicated as errors are certainly not acceptable in today’s market space. That’s where the general ledger in QuickBooks comes into the play. It is the main accounting record of any business as it helps in finding the hidden discrepancies that are resulting in an unbalanced balance sheet. Follow the given blog till the end to know more relevant information about the topic.

Balancing the reports are significant to business accountings, and as we have mentioned earlier, there is no scope for even tiny mistakes. All things considered, you might need a general ledger QuickBooks tutorial from a expert. Get one on an immediate basis anytime by dialing toll-free number.

What is a General Ledger in QuickBooks and why do you need to maintain it?

The General Ledger report in QuickBooks Desktop is an account that shows how a business manages and controls its money flow. It shows a list of transactions of a specific date range from all the accounts. Some QuickBooks general ledger example accounts include asset accounts such as Cash, Accounts Receivable, Equity, and Undeposited Funds. For instance, QuickBooks uses the double-entry bookkeeping system, which requires you to record an offsetting credit for every debit in the account. Now, these transactions can be recorded by making journal entries as well. Still, accountants who do not follow the traditional norms of the accountancy also create a general journal ledger in QuickBooks. However, the requirement to maintain this report is to have a backup option to dig for errors in the transactions whenever accounting errors show up in the year-end sheets.

Important Note: For this purpose, you can also use the Transaction Details by Account report.

How to make General Ledger entries in QuickBooks?

You can create entries for the general ledger report of the undeposited funds by following the given instructions step-wise.

  1. Open the QuickBooks and go to the Menu tab.
  2. Click on the Company drop-down and select the Make General Journal Entries option.
  3. Select the Date field and choose the appropriate date for the ledger entry.
  4. Choose the Entry No. field and enter a value for the entry. The entries followed after this one will be numbered automatically.
  5. Now choose the Account drop-down and select the account you want to use for the debit.
  6. Provide the debit value of the transaction in the Debit column.
  7. Now choose the Memo field and type a message if you want to add it with the entry.
  8. Fill the rest of the information by adding the customer, vendor, and name for the transactional entry.
  9. Same way, use the credit to indicate a deposit by entering a new transaction. It is important to use the same amount and information as you mention in the debit column to even out the transaction in the balance sheet.
  10. When the transaction register reaches zero, click on Save & Close. However, if it doesn’t show zero, check all the details of debits and credits again.

Important Note: You can also use the Journal Entry feature to keep track of the miscellaneous entries for they don’t fit in the transaction register.

How to run the general ledger in QuickBooks Desktop?

In order to generate general ledger report in QuickBooks, follow the below-mentioned steps.

  1. Open QuickBooks and go to the Menu.
  2. From the left navigation panel, click on the Reports.
  3. Select the All option and go to the bottom of the screen.
  4. There, you will find the option of For My Accountant. Click on it.
  5. The sixth option from the top, select General Ledger.
  6. Now, choose the date range of the transaction you want to see and select between Cash or Accrual basis.
  7. At last, click on the Run Report option to generate it.
How to create a new account for QuickBooks Online general ledger entry?

To create a new general ledger account, follow these steps accordingly.

  1. Open QuickBooks Online and go to the Accounting Tab.
  2. From there, click on the Chart of Accounts and select New.
  3. Click on the Account Type drop-down and select an account.
  4. Same way, choose a Detail Type and enter a Beginning Balance.
  5. In the end, click on Save & Close.
How to print general ledger in QuickBooks Desktop?

To print down a QuickBooks general ledger summary report, follow these instructions step-by-step.

  1. Open QuickBooks and select Print Reports.
  2. Now click on the Transaction Reports option and choose General Ledger.
  3. Enter the month and year and leave the other field blank.
  4. At last, preview it and click on Begin Printing or Print.

In the end, we would like to conclude our article on General Ledger in QuickBooks. We hope that the content written here will prove to be relevant to the user’s searched queries and help you to resolve any issue related to the topic. On a different note, if you need additional support on the problem, call on anytime to get immediate assistance.

How do I Prepare and Print General Ledger Report in QuickBooks?

QuickBooks general ledger report comes in handy to display the transactions for a specific date range. It can show the transactions from all accounts such as equity, accounts receivable, cash, and undeposited funds. With the help of QuickBooks general ledger, the users can prepare the financial expenses, calculate the income, evaluate the total expenses and keep their accounts up-to-date, all the time. Additionally, the data gets synced with any device in which a user is trying to operate QuickBooks, which enhances the overall accounting experience.

Our forums keep flooded with regular queries on how to find a general ledger and print the ledger report – That’s what intrigued us to create a comprehensive write-up to address those questions. We hope, you also get benefitted from this article and share the same with the one in need. Let’s dig it out.

Important terminologies – QuickBooks general journal ledger basics

Before trying your hands on finding and printing the QuickBooks general ledger, you must be familiar with some basic technologies, especially the types of journals.

  • Accounts payable– These are the accounting records that are pending to pay to vendors or customers.
  • Accounts receivable – These are the journals that are pending with your clients and they haven’t paid them yet.
  • Payroll– The payroll journal records the transactions between you and your employees such as the employee’s compensation, Paycheck paid or to be paid to the employees, and associated payroll taxes.

Find QuickBooks general ledger report

Here are the steps that you may take to find QuickBooks general ledger report. That’s what you need to do before preparing and printing the general ledger. Make sure to follow the steps in the given order to get accurate results.

  1. Launch QuickBooks application on your computer.
  2. Go to the left side panel, click Reports, and then click All.
  3. Go down the screen and click For My Accountant.
  4. Click General Ledger.
  5. Now choose either Cash or Accrual and you may also filter by selecting only those accounts for whom you want to see the report.
  6. Click Run Report to get a complete general ledger on your screen.

The report you see consists of entire transactions for the existing month. You may also see reports for any other particular date range by filtering the report for a particular period.

Prepare general journal ledger entries in QuickBooks

You should also have precise knowledge on how to prepare the QuickBooks general journal entries. The following steps easily describe the complete process.

  1. Go to the QuickBooks Company menu and click Make General Journal Entries.
  2. Now the General Journal Entry window will open, here you will need to change the Date Field to the time range you want to prepare the report for.
  3. Under the Entry Number field, enter the required number of General Entries.
  4. Now you can fill in the following details for QuickBooks General Journal Entry.
  5. Firstly, choose the first account in your transaction depending on which account you prefer in general transaction i.e, either Account receivable or Accounts payable.
  6. Now Fill the Credit or Debit amount in the respective columns for your account.
  7. You may also enter the type of transaction in remarks.
  8. Choose the name that is associated with the transaction either customer, vendor, or employee.
  9. Enter the billable amount for the Expense account and assign a class to the amount.
  10. Now you may repeat all these steps to zero the balance between credit and debit. Finally, click Save and Close, to save the General journal report and close the QuickBooks.

Print QuickBooks general ledger report

Once you know the process to find and repair the QuickBooks general ledger, it becomes quite simple to learn how to print general ledger reports in QuickBooks. Here are the steps that describe the overall process.

  1. In QuickBooks, go to Print reports.
  2. Click Transaction reports and then click General ledger.
  3. Next, you will need to choose the month and year for which you want to print the general ledger report.
  4. To print the complete general ledger, you will have to leave the Account range field
  5. However, still, if you want to print for a particular account range, then you will need to enter the beginning and ending digitsof your account number.
  6. Now you may click print to get the hard copy of your general ledger report.

[Note – The printed report is not date-sensitive which means that the transactions made within a particular month will be included in a report, even if the transaction date is for another month.]

Is QuickBooks general ledger essential?

Indeed, the QuickBooks general ledger is highly beneficial to track the spending in your business. Also, you can print and review the QuickBooks general ledger report to identify the mistakes in data entry and making sure that everything else is up to the mark. With the help of the QB general ledger you can also monitor that the entries are associated with correct accounts, For instance, the traveling expenses are not allocated to vehicle maintenance. To summaries the QuickBooks general ledger:

  1. Tracks the financial expenditures.
  2. Ensures accurate bookkeeping.
  3. Monitors the organization’s
  4. Separate the business expenses from personal expenses.
  5. Managing the business expenses and paying them from personal funds.

Read Also: How to Print a Pay Stubs or Paychecks in QuickBooks Desktop?

What should I do when I can’t find and print the QuickBooks general ledger?

Call the QuickBooks ProAdvisors and seek their assistance. That’s what you should do if you still cannot find and print the QuickBooks general ledger report. We have been offering accounting software solutions to many well-established accountants along with some novice users in the field. If you also need some assistance, then immediately contact the QuickBooks Help Number, describe the issue you are facing, and get an immediate resolution.

How to Make a General Ledger Entry in QuickBooks

The QuickBooks accounting program has several features designed to track credits and debits. Generally these transactions are made through the Point of Sale tool in the application. However, if you would prefer a basic general accounting ledger, QuickBooks gives you the option of creating a standard journal entry. The general ledger entries can come in handy for recording transactions that may not fall within basic selling and purchasing fields or that you wish to record separately.

Step 1

Click “Company” and select “Make General Journal Entries.”

Step 2

Click “Date” field and select a date for the transaction in the open calendar. Click “Entry No.” Type in a number for the journal entry if there is a number is not already assigned automatically.

Step 3

Choose the appropriate account under “Accounts.” Type in the amount of the transaction under the “Debit” or “Credit” column. Debit indicates a payment and Credit is for a deposit.

Step 4

Click “Memo” and type a memo if you would like to add a note or reminder to the record.

Step 5

Type the name for the transaction in the “Name” field to identify the transaction by company, customer, type of transaction, or any other classifier you wish.

Step 6

Click “Save and Close” to record and save the completed journal entry.

How to Record Journal Entries in QuickBooks

Accounting transactions can get entered incorrectly into an accounting system, or perhaps a transaction should have been split into two different general ledger accounts, for example.

Either way, when this happens you have to make changes to your original transaction after it’s been recorded, and you can do this easily in QuickBooks accounting software by making a journal entry.

You can make journal entries in QuickBooks to adjust or correct transactions and post entries that cannot be performed in other ways, such as adjustments to profit or loss.

The journal entry process is fairly straightforward, but you can only make a journal entry for one customer or vendor at a time. If you want to correct multiple customer or vendor balances this way, you’ll have to post separate entries.

What Is a Journal Entry?

A general journal entry is an accounting transaction that is entered, or posted, directly to the general ledger. A company’s general ledger acts as its main group of accounts used to record balance sheet and income statement transactions.

For example, you may have entered the monthly $100 utility bill into your company’s insurance expense account by accident. You can post an adjusting journal entry to reduce, or credit the insurance expense account by $100 and increase, or debit the utility expense account by $100 to correct your mistake. All your accounts would then be in proper order, and you wouldn’t have to change the amount owed by your vendor because that portion of the transaction was recorded properly.

Journal Entries for Year-End Activities

Your certified public accountant or bookkeeper might want to make journal entries to complete year-end activities, such as posting tax adjustments to your books, recording depreciation expense or reclassifying revenues and expenses. Your accounting professional can provide you with specific information if you want to post the journal entries yourself at year’s end, along with explanations for why the entries were necessary for your particular situation.

How to Make General Journal Entries in QuickBooks

You can make general journal entries in QuickBooks by following these step-by-step instructions:

  1. Go to Company > Make General Journal Entries from the menu at the top of the screen.
  2. Change the Date field, if necessary, in the Make General Journal Entries window. QuickBooks will default to the current date so if you want to post an entry for a previous month or year, be sure to change it so that your entry gets recorded in the proper financial time period.
  3. Enter a number for your journal entry in the Entry No. field. QuickBooks will automatically number subsequent journal entries sequentially.
  4. Enter the general ledger account number In the Account column. You can also select the first account from a drop-down menu in the Account column.
  5. Enter the debit or credit amount for the account you’ve selected into the Debit or Credit columns. The debits and credits must be equal to make the entry balanced and allow QuickBooks to post the entry.
  6. Enter a descriptive memo in the Memo Column. It will be displayed on reports that include this journal entry. This step is optional, but it’s recommended so that you’ll remember later why the entry was made.  
  7. Repeat Steps 4 through 6 until the entries completely offset each other and the transaction reaches a zero balance. Your total in the Debit column should equal the total in the Credit column, and the journal entry will then be properly balanced. 
  8. Click Save & Close to save the journal entry and close the window, or click Save & New to save the journal entry and open a new window.

You can make most general journal entries in QuickBooks using these steps, but if you want to make journal entries that affect a particular customer’s account receivable or a vendor’s accounts payable, you’ll have to put the customer or vendor on the first line of the entry. 

QuickBooks General Ledger Create, Find, Print in QB Desktop and QBO

QuickBooks provides you many new features and the latest tools to work on and to manage your business without any hassle. One of the best features is printing QuickBooks General Ledger. In today’s article, we discuss the same. Let’s start about the same.

Creating a General Ledger in one of the best features of QuickBooks software. It helps business owners and accountants to easily access the screenshot of the transactions. Whenever you make a payment or, receive a payment or any other transactions just enter the same in entry and it will be included to your general ledger. You can also customize your accounts through the basic accounts manager in QuickBooks.

What is QuickBooks General Ledger Accounting? – Create Journal Entries, Find and Print General Ledger

It is a kind of a specific report all the transactions which are posted to account for every transaction. In the account, there is a credit and debit account and transactions will be listed there. Users can pull the list of trial balance to see the summary balances for all accounts credits and debits.

Basics of QuickBooks General Ledger

When there is a particular part record, it gets updated for each task. These journals are divided into 3 tasks.

  • Accounts Receivable – These are daily records of company sales and receipt, and also the invoices that the clients didn’t pay
  • Accounts Payable – Daily records of company purchase and also the company invoice which company needs to pay
  • Payroll – It consists of records of each employee compensation and also checks written to pay the employees and related payroll taxes

The user is supported to enter the monthly activities into the general ledger in a summarized way.

How to Create Journal Entries for General Ledger?

It’s very useful to discuss the steps of creating General Ledger. Below are the steps.

  • Login to your QuickBooks account
  • Go to the “company drop-down menu”
  • Make the “Make General Journal Entries”
  • Mention the date in the Journal entry in the calendar and the accounts menu if its a debit transaction
  • Mention the total value of the recorded transaction for the Debit
  • State the amount you are inclined to use indicate a deposit
  • Read and give the information in the rest of the fields
  • Save and close once all is done

Steps to Find the General Ledger Report in QuickBooks Desktop..

Follow the below points to find the General Ledger Report

  • Select the report option from left navigation panel and then select close all option
  • Go to the bottom of the screen, and select for my accountant
  • Select General Ledger
  • Select date range
  • Choose Cash or accrual basis
  • Run the report to generate the report

How to Print General Ledger in QuickBooks..

After the process of creating the Journal Entries in QuickBook, its very easy to print the general Ledger. Just follow the below steps to print the ledger:

  • Log in to your “QuickBooks account
  • Go to “Print reports”  >>  “Transaction reports”  >> “General ledger
  • Then enter “Month” and Year”
  • Want to print an account range “Enter the beginning and ending account number
  • Above steps take you a print screen page where you can select the formatting options
  • Click on “Print” option  >>  “Start printing”
  • Preview on the screen or “Print to Printer

How to Print a General Ledger only Active Account in QuickBooks Desktop

  • Goto Reports  >>  Click on Account list
  • Click on Customize Report option
  • Goto Display and Columns option search Active Status  >>  Click OK
  • Press print drop-down arrow  >>  Select Report
  • Click on Print

How to Create a Journal Entry in QuickBooks Online..

  • Login to your QuickBooks Online account
  • Click on the “New” tab
  • Select “Journal Entry” and then Date and Journal Number
  • Select an account from the Account field (Enter the amount in the column)
  • Next, select other accounts if you’re moving money to or from (enter the same amount in the opposite column)
  • Match the amounts (You Entered the same amount in the Credit column and Debit column)
  • Enter your information (description) in the memo section
  • Select Save and Close.

How to See General Ledger Entry in QuickBooks Online..

  • Open QBO account
  • Goto the Reports menu
  • Select the the Standard tab
  • Double-click on General Ledger
  • Choosing the correct date range in the Report period.

Using IDEA to Import QuickBooks General Ledger Data

How much has changed in accounting since Luca Pacioli produced the first standard for the general ledger? Danielle Supkis Cheek, CPA, CFE, CVA shared insights into the growth of the General Ledger at the 2017 IDEA Innovations Conference in Houston, guiding participants through the General Ledger’s evolution, dating back to Pacioli, also known as the Father of Accounting (c. 1447-1517).

Today’s General Ledger is typically the starting point to a vast amount of detailed information, which may be posted at a summary level from the supporting detail ledgers. In some industries or software packages, (such as QuickBooks) the trend is to record more transaction-level detail in General Ledger. However, acquiring the data in a readable, usable format is a challenge. Cheek showed an example of a QuickBooks the General Ledger Export. The conditions for the sample are familiar to most auditors.

In a small to medium business, there is a lack of controls. With limited full-time employees (FTEs) record keepers and signers are the same person in many businesses. Although one-to-one relationships are easier, they are innately controlled- and monitor-free. Another issue is the version of QuickBooks between desktop and online editions. Cheek pointed out that it is a common practice to audit by transaction number. To audit by transaction number, you will need to normalize the data set in IDEA by visually coding the export, as you cannot sort in this manner in QuickBooks.

Importing QuickBooks Data into IDEA


  1. Go to “Customize” and add “Trans #” and “Account” as an additional column. [Note: Splits are still an issue.]
  2. Export the report to Excel.


  1. QuickBooks reports in Excel, are not a “clean” Excel import. In appearance, they are more like a print report. To facilitate the IDEA import, do the following:
    1. Import the Excel File (from QB) without checking the First Row Contains Field Name or Import Empty Numeric Cells as 0.
    2. Export the file created in step a to a Text Fixed Length file.
    3. Import the text fixed length file using the Print/PDF report process.
  2. Summarize by account number, then account name, then none. Then total by debit. This validates the completeness of a General Ledger with Trial Balances.
  3. Join the beginning balance to the summarized general ledger, using the beginning balance as the primary file. [Note: Make sure to take all records in both files and match on account number. If it does not work, make sure to check that the field types match.]
  4. Merge contents in account number and name and append a virtual character filed using: @if(accountnumber<>” ”, accountnumber, accountnumber2). Then append the field for calculations of expected ending balance.
  5. Conduct a new join to find the ending trial balance. [Note: Be sure to match on the combined accountnumber and to select all records in both files.
  6. Append the field for the calculation of the difference; and your data is ready for further analysis.

The Financial App (SmartAnalyzer) is also effective for finding: duplicates, out of balance journal entries, missing entries, date specific entries, time specific entries, and many more points of interest like journal source and period. Benford’s Law can be applied to find absolute value.

IDEAScripts can also be used to find out of balance transactions, numbers ending in 999 or 000, key terms and credits to cash. IDEAScripts are available to all supported IDEA users. To get there from inside IDEA, click the “File” tab, then click the “IDEAScript Vault” tile.

Special thanks to Danielle Supkis Cheek for sharing her expertise on this topic at the 2017 IDEA Innovations Conference.

Also Read ::

Leave a Reply

Your email address will not be published. Required fields are marked *