Below are some helpful tips for Journal Entry management in Qvinci.
General Journal Entry Information
- When Journal Entry functionality is enabled in Qvinci, the sync process first checks for JEs and pulls 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 synced 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 the QuickBooks file.
- The maximum character limit for Journal Entry numbers is 11. These may be alpha-numeric but are not required. You may leave this field blank.
- Negative values may not be used in the Debit and Credit columns (i.e., negative credit is considered a debit). Enter the value as such.
- If a user re-links a file to Qvinci, any previously synced Journal Entries will still appear in QuickBooks. However, the Journal Entry Management screen in Qvinci will not contain prior JE history.
- If a user disconnects a file from Qvinci and does not re-link 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.
- The JE cell in the Portal will appear with a RED background when a JE exists in Qvinci that has not yet been synced to QuickBooks. The JE cell will turn white again when all JEs for that Entity have been synced to QuickBooks.
- Qvinci's JE management allows for users to enter JEs for QuickBooks classes or locations even if the Entity is not utilizing the sync-by-class method in Qvinci. This is because JEs tie to the General Ledger, which shows the entirety of the QuickBooks file makeup.
- Approved JEs automatically get incorporated into the Profit and Loss (not when Budget is enabled though), Profit and Loss - Weekly, and Balance Sheet reports in Qvinci even if they have not yet synced to QuickBooks. Unapproving a JE will remove it from those reports in Qvinci. As such it is possible that Qvinci reports may not match QuickBooks reports due to "Pending JEs." Upon the next sync, users will find that those JEs exist in 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 to sync 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 synced 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. QuickBooks Online will list either the Master Admin or an Accountant, as only these user types can link files.