Record Register Transactions in QuickBooks 2012 - dummies

Record Register Transactions in QuickBooks 2012

By Stephen L. Nelson

You can record checks, deposits, and account transfers by using the QuickBooks 2012 Register window. The Register window looks like the regular paper register that you use to keep track of transactions or a bank account. QuickBooks allows you to enter transactions directly into an account register.

To enter a bank account transaction directly into an account register, follow these steps:

1To display an account register, choose the Banking→Use Register command.

Sometimes, when you choose the Banking→Use Register command, QuickBooks displays the Use Register dialog box. The Use Register dialog box asks you to select the bank account that you want to display in a register.

2To select the account that you want to use, open the Select Account drop-down list and select the bank account and then click OK.

QuickBooks then displays the Register window. If QuickBooks shows the register of an account other than what you want to see, choose Banking→Use Register again. The Use Register dialog box should appear.

3Use the Date column of the register to record the date of the deposit, payment, or transfer.

You can enter a date by using the mm/dd/yyyy date format. Or you can click the small calendar button at the right end of the Date field to display the month that shows the date and then click the day button that corresponds to the date you want to enter.

4(Optional) Assign a transaction number.

Use the Number column to uniquely identify the transaction. In the case of check transactions, for example, use the Number field to record the check number. For transfers and deposits, you may not need to record a number.

5Use the Payee field to record the payee for a check, the customer paying a deposit, or some other bit of information in the case of a transfer transaction.

Note that you can select an existing customer, vendor, or a name from one of the QuickBooks lists by clicking the down-arrow button at the right end of the Payee field. When you do this, QuickBooks displays a list of names. Click the one that you want to select.

6Provide the transaction amount.

Use the Payment column if you’re describing a check transaction or a transfer that moves money from the account. Use the Deposit column if you are describing a deposit into the account or transfer into the account. Enter the amount of the transaction into the appropriate column — Payment or Deposit — by using dollars and cents.

7Identify the account.

For check transactions, you use the Account field to identify the expense that a check pays or the asset that a check purchases. For deposit transactions, you use the Account field to identify the sales revenue account that the deposit represents.

For Transfer transactions, use the Account field to identify the other bank account involved in the transaction. You can enter the Account name into the Account box or you can open the Account drop-down list and choose the account that you want by clicking it.

8(Optional) Provide a memo description.

If you want, use the Memo field to provide a brief description of the payment, deposit, or transfer transaction.

9(Optional) Split the transaction.

If a transaction needs to be assigned to more than one account, click the Splits button. QuickBooks then displays the Splits area in the register window. The Splits area lets you split a transaction among several accounts.

For example, a check that pays both office supplies and computer expenses can be split between these two expense accounts. Similarly, a deposit transaction that represents both product revenue and service revenue can be split between these two accounts. After you finish with the Splits area, click its Close button.

10To record a transaction into the register, click the Record button.

QuickBooks recalculates the account balance and adjusts the ending balance for the new transaction.