Journal entry (a.k.a. General Journal) numbering has to be sequential and unique.
Journal sequential numbering can be one sequence for the entire account, different type of journal has a different prefix, or change the order annually or monthly. Each method has its advantages and applies according to the accounting requirement.
Change the sequential numbering monthly may be flexible when adding a backdate journal but may accidentally used a past period journal number for the current month.
Assuming the last journal number for January is JV2101023 (i.e. JV is the prefix, 21 is for the year 2021, 01 for January, and the last three digits is the running number for the month). When adding a new journal for February, the journal number will jump to JV2101024 by default. You have to amend the journal number (e.g. JV2102001) manually before saving the transaction.
Backdated journal
Assuming you are doing the March account and wish to enter a journal for January. You have to:
- Search for the last journal number used in January.
- Amend the journal number and save your January journal entry.
- Then, amend the journal number again to the current sequential numbering when entering a journal for the current period.
You can use the Advanced Search feature in QuickBooks Online to find the last journal number used if you are not using a logbook (an older method of keeping track of the running number).
Advanced Search locates at the bottom of the recent transaction list, which can view by clicking on the Search icon at the top of the QuickBooks Online page.
Then, set your search condition in the Search Wizard page such as the transaction type has to be ‘Journal Entries’, the ‘Entry No.’ contains your ‘journal prefix’ (e.g. JV2101 to find all the 2021 January journal entries). Next, sort the ‘No.’ (Journal number) column if your journal number does not follow the date order.
That’s it. You found your last journal number used.
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