Below are some helpful hints related to Journal Entry management in Qvinci.
General Journal Entry Information
- When Journal Entry functionality is enabled in Qvinci, the sync process will first check for JEs and pull them into QuickBooks before then syncing the latest QuickBooks reporting data back to Qvinci. Therefore, it is possible for the first half of a sync to be successful (JE to successfully sync from Qvinci > QuickBooks) but the second half of the sync to fail for some reason (reporting data from QuickBooks > Qvinci), or even vice versa. As such, regardless of sync status, refer to the Journal Entry Management page in Qvinci to determine if a JE successfully imported to QuickBooks from Qvinci.
- Once a JE has been successfully sync'd to QuickBooks it can no longer be edited in Qvinci. If an edit is necessary, another JE can be created, or the user may perform edits from inside of the QuickBooks file as well.
- The maximum character limit for Journal Entry numbers is 11 characters. These may be alpha-numeric in nature, but are not actually required at all. You may leave this field blank.
- Negative values may not be used in the Debit and Credit columns. IE: a negative credit is considered a debit. Enter the value as such.
- If a user re-links a file to Qvinci any previously sync'd Journal Entries will still appear in QuickBooks. However, the Journal Entry Management screen in Qvinci will not contain the prior JE history.
- If a user disconnects a file from Qvinci and does not relink the file, the prior Journal Entries that were initiated from Qvinci will stay with the QuickBooks file unless a user removes them from inside of QuickBooks.
Journal Entry Info Related to A/P or A/R Accounts
- When using Accounts Receivable and Accounts Payable accounts in a Journal Entry they must have a vendor or customer assigned in the Name field. An error message will appear if there is no Name associated and the JE cannot be approved until one is added.
- Per the same rule that exists in QuickBooks, a user may not create a Journal Entry that contains both Accounts Receivable and Accounts Payable accounts.
- Similarly, a Journal Entry will fail syncing to QuickBooks if more than one Accounts Receivable or Accounts Payable account is listed in the JE. Only one account of either type may exist in a single JE.
Tracking Qvinci-Initiated Journal Entries in QuickBooks
- When a Journal Entry is pushed from Qvinci to QuickBooks there is no "user" field in the JE that captures which user created or authorized the JE. As such, users may decide to utilize the "JE#" field or the "Memo" field as an identification field for marking which user created a JE. If this is done, once the JE is sync'd to QuickBooks, it will display the user information in the respective field.
- The audit trail in QuickBooks will always display the username of the user who linked the QuickBooks file to Qvinci, but that does not necessarily mean it is the user who created the JE in Qvinci. This means for QuickBooks Desktop that this user always appears as "Admin", since only the Admin may link a file. When QuickBooks Online has JE functionality with Qvinci (early 2018) it could be either the Master Admin or an Accountant listed, as only these user types can link files.