Manually

Manually recording transactions and accounts in QuickBooks Online

While QuickBooks Online offers automation features like bank feeds and scheduled payments, you can still manually enter and manage your transactions and accounts. This guide covers how to manually record cheques, set up bank accounts, and handle specific tracking needs.

Recording a manual cheque payment

If you write a cheque by hand, you can record the transaction in QuickBooks Online to ensure your books are accurate and to track the cheque number.

1. Select the + New button at the top of the screen.
2. Select Cheque under the “Vendors” or “Suppliers” section.
3. Fill in the necessary payment details, such as the Payee, Payment date, and Amount.
4. In the top right corner of the cheque window, locate the Cheque no. field.
5. Enter the manual cheque number.
6. Select Save and close.

Note: Whether you assign a number to print later or enter a manual cheque number, the transaction is recorded immediately and reduces the bank account balance in your register.

Adding a bank account manually

You do not need to connect a bank account to online banking to use it in QuickBooks Online. You can add it manually to track transfers and payments.

1. Select the Gear icon (Settings) in the upper right corner.
2. Select Chart of Accounts.
3. Select New.
4. Choose Bank from the Account Type drop-down menu.
5. Select the appropriate Detail Type (e.g., Chequing, Savings).
6. Enter the account Name and other relevant details.
7. Select Save and Close.

Tracking inventory manually

If you use QuickBooks Online Plus, we recommend using the built-in inventory tracking features rather than manual methods. This allows you to track quantity and value automatically.

If your version of QuickBooks Online does not include inventory tracking, you can track the value of your inventory as an asset account:

1. Go to the Gear icon and select Chart of Accounts.
2. Select New.
3. Under Account Type, select Other Asset Types (or Current Assets depending on your preference) and choose an appropriate Detail Type.
4. Name the account (e.g., “Inventory Asset”).
5. Select Save and Close.

You can then use this account when purchasing inventory to track the asset value on your balance sheet.

Reconciliation and transfer transactions

When reconciling your accounts, you typically mark transactions as cleared by selecting the checkbox or status column. If you encounter an issue where you cannot manually mark a Transfer transaction as reconciled (the “R” status will not save) in the “Transfer Funds To” account, this may be a known technical issue.

If this occurs, we recommend checking the official QuickBooks Online status page or contacting support for the latest updates on this issue.

Customizing the home screen

The “Tasks” feature found in previous versions of QuickBooks Online Accountant has been removed. The “Activities” feed that appears on the home screen is generated automatically based on your workflow and cannot be manually altered or added to.