Tips to add transactions to a register

If a check needs to be split among two or more accounts, just choose a single account as you add the transaction in the register. After you click Save, select the transaction again, and click Edit. Then from the Check page, you can enter the additional detail lines in the form.

If you're receiving a payment from a customer against an invoice, don't enter it as a deposit in the register. Enter it as a receive payment transaction instead so that it's linked to that invoice.

If you're receiving money from a different source, use a deposit transaction. For the payee, enter the person or firm who gave you the money. If the deposit contains money from more than one source, enter one of the names for the payee. After you click Save, select the transaction again, and click Edit. Then from the Deposits page, you can enter the additional detail lines.

Note: If the money you're depositing is being tracked in Undeposited Funds, use the Deposits page to deposit it (Click the Create (+) button, then select Bank Deposit). You can't enter such a transaction from the register.

When you add a sales receipt from the register, the Ref no. field (above the transaction type) refers to the sales receipt number, which is automatically generated by QuickBooks. Once you save the transaction, you can edit this Ref no. field directly in the register.

When you click Edit for the same sales receipt, you open the sales receipt form where the Sales Receipt Ref no. is now at the top of the form in the heading. In addition to the Sales Receipt Ref no., there is also a Reference no. field, which refers to the payment method for the sale, like a customer's check number.

When you add a received payment from the register and choose a customer as the payee, QuickBooks automatically links the payment with that customer's oldest credits and invoices—as long as you have the setting to automatically apply credits turned on in Company Settings (or Account and Settings depending on what you see) > Advanced > Automation.

If the setting is off, received payments you enter won't be linked to invoices or credits. To set up links after you save the transaction, just click the Edit icon to open the Receive Payments page and select the invoices or credits you want to link with this payment.

When you add a bill payment from the register and choose a vendor as the payee, QuickBooks automatically links the payment with that vendor's oldest bill—as long as you have the setting for automatically linking bill payments turned on in Company Settings (or Account and Settings depending on what you see) > Advanced > Automation.

If the setting is off, bill payments you enter won't be linked to bills. To set up links after you save the transaction, just click the Edit icon to open the Bill Payment page and select the bills you want to link with this payment.

In a register, a refund is the same as a refund receipt elsewhere in QuickBooks. They're the same type of transaction.

If you enter a refund from a register, you can find the refund receipt in the customer's record or listed in a customer statement.