What is a General Ledger Entry in QuickBooks?
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QuickBooks General Ledger Entry Paychex Service

QuickBooks general ledger entry is the service or the facility provided by Intuit to keep the record and to summarise the company’s financial transactions in one place. The QuickBooks gl categorized into five different sections to keep and arrange the records in the right form for journal entries. And they are revenue, expenses, assets, liability, and equity.

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This tutorial, is all about the QuickBooks general ledger summary report. Here you can get the knowledge of the working procedure of the general ledger. let’s start the article;

QuickBooks General Ledger; Let’s Get Familiar with It

QuickBooks general ledger entry is a specific report of all the transactions posted to each account and used for every transaction. If there are credit and debit accounts so it listed them up. You may pull up the trial balance and also see the summary of balance credit and debit transactions.

This software supervises the financial data of your company and all other tasks that will be required to be completed by a full-time accountant. Our QuickBooks software autoruns the calculation and organized information by an accountant and alerts to the customers when you enter the incorrect information of debits and credits.

How General Ledger Report Works in QuickBooks

It prepares the financial transaction, total expenses, calculate incomes and etc to maintain the record. QuickBooks sync it all immediately in your phones, laptop, desktop because of this you can run your business anywhere, and stores all the data into the cloud storage or memory. In the below, we have mentioned the advanced features of the general ledger entry, which makes it easier to use.

Account Receivable:

It maintains the daily records of the company sales and receipts, Invoices that have the clients cannot get paid.

Account Payable:

The daily records of company purchases and invoices the company stills have to pay

QuickBooks Payroll:

It maintains the records of each employee compensation and also checks to return to pay the employees and also related to payroll taxes.

Reports of General ledger

The general ledger QuickBooks reports provide a summary of the entire transaction for the current month. The starting summaries of reports show the totals for every account and also you can view them any transaction reports and any exceptions.  This QuickBooks online general ledger checks every transaction that occurred in a certain period.

How to Use QBO General Ledger

We will learn the procedure to set up, and read the general ledger, but before that, you have to remember the below listed points:

  • Firstly you need to make the entries to your accounting system for every day to checks deposits, Invoices, etc. and also write a check for paying the rent then the transaction will be hit two accounts. Firstly in general, credit your business bank account and simultaneously debit in your rent expense account.
  • It utilized the double-entry accounting method, this is the recommended method for all businesses except if you are a freelancer the single accounting method is best for you and every account needs a general single accounting system.
  • It cannot hit all every transaction in QuickBooks online and that can be considered as non-posting and do not touch the general ledger QuickBooks.

In case there is no activity done in any someone and one of the accounts mentioned above in the blog, then you might not see the account reflected while you doing the Ledger accounting.

How to Set Up QuickBooks Ledger

Now we describe how to makes the general entries in QuickBooks so, all the steps are clearly defined you can read all the instructions and steps given below, Some steps are following as:

  • Firstly you make the journal entries from the QuickBooks company menu.
  • If you make the journal entries and change the data field.
  • Now enter any number of journal entries filled in the entry number field.
  • After you filled the general entry detailed:
  • Select the first account in your transaction, if you use the account receivable or account payable so that the first account in general QuickBooks ledger entries should be in account receivable and account payable.
  • Now, you can enter the debit or credit amount for the account you have to select in the credit and debit columns.
  • Then type a memo that describes the transaction and that will be displayed on the reports including the journal entry.
  • ¬†Select the customers, suppliers, employees or other names associated with the transaction.
  • When you select the expense account along with the customers, you will have to take the amount billable to the customers.
  • Then you assign the class for the amounts.
  • ¬†Now repeat the steps through to enter the distribution lines until the transaction reaches a zero balance and you understand that the credit column is equal to the debit column.
  • Now click on the save and close button for saved the QuickBooks online general ledger entries and then open a new window.

How to Read GL in QuickBooks

In our article, we also explain how to read the General entry in QuickBooks, when do the bookkeeping or get the outsourced from someone, so it is important to be familiar with the QuickBooks general ledger. Every financial transaction can be affected by your business, In the form of the posted transaction, a general ledger becomes a gathering to reads your general ledger.

  • Asset
  • Liability
  • Stockholder Equity
  • Operating expenses
  • Operating revenue
  • Gains investments
  • Non-operating expense and losses


In the above, we have discussed that, how the general ledger entry in QuickBooks is essential for the growth of the business. We will suggest you use the QuickBooks general entry to keep all the data or the report in one place. if you are unable to entry the reports in QuickBooks general ledger then get help from a QuickBooks Proadvisor to make your work easy.

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