Chapter 1
Chapter 2
Chapter 3
Chapter 4
Chapter 5
Chapter 6
Chapter 7
Chapter 8
Chapter 9
Chapter 10
Chapter 11
Chapter 12
Chapter 13
Chapter 14
Chapter 15
Chapter 16
Chapter 17
Chapter 18
Chapter 19
Chapter 20
Chapter 21
Chapter 22
Chapter 23
Chapter 24
Chapter 25
Chapter 26
Chapter 27
Chapter 28

Chapter 5

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Using the register

Registers are the road maps of transactions recorded in QuickBooks, and see heavy use.

The register in your bank account will differ from these registers in one important particular: your account will not have as many transactions (now) as the illustrations. To see a full register, open the sample data company.

Learning the depth of the registers, as well as the surface, gives you more ready access to your accounting entries.  The first displayed is the latest and best, QuickBooks 5, with the title bar, control buttons, and menu bar of Windows 95.  The second is from QuickBooks 4, under the controls of Windows 3.1.  Most earlier registers are quite similar to the register of version 4.  You may have a different combination of versions of QuickBooks and Windows, but should have no problem in recognizing them.  The discussion will apply to either illustration.


If you have any problem finding a control which should be visible, run with the program maximized and with the currently active function maximized.  This is described in Chapter 23 (Windows 95) or Chapter 24 (Windows 3.1.)

Register features carry a wealth of information.

Date column is always (you guessed it) in order by date.  Within one date, there is some protocol . Transactions are in order by number. If deposits have no number, they will be ahead.  Typically, this will put on-line payments below written checks.

Number may contain a number, or it may say To Print or SEND (online transactions.)  It will contain a lightening bug where a transaction has been ordered through online service.

Type lists the types of transaction.  They are not as obvious as you might think.

CHK includes ATM purchases or withdrawals, and it is easier to leave the number blank for these transactions.  Note that PAY CHK and LIAB CHK (payroll liabilities) are distinct types, generated by Payroll.

BILLPMT is a check generated by Pay Bills in Accounts Payable.

DEP only applies to deposits directly into the bank account.  (See PMT.)

PMT is a payment received for an invoice or other sales document,  and then deposited.

GENJNL is a general journal transaction.  Most are from Enter Special Transactions.

Payee is the name involved, if any.  Deposits do not need names, because they are often from several customers.  If a name is used, it must be on the list.  Any CHK transaction needs a name.

Payment column lists amounts coming out of the bank account, whether by ordinary checks, pay checks, bill payments, or ATM transactions.  Every register has a column corresponding to the Payments, cleared, and Deposits columns.

Cleared column (  b  ) has four distinct states:

(Blank) as far as you know, the bank has not heard about this.

b  Cleared and reconciled

* Cleared but not reconciled. (These transactions will show  b  in the reconcile window.)  QuickBooks knows this transaction is cleared, because you saw it on the bank statement (or otherwise know that the bank has received it) and marked it as cleared.


Online transaction retrieved online through QuickStatement.

The states and symbols in the Cleared column are described further, in Reconciliation, below.

Deposit column is for deposits, that is, any transactions which increase the balance.

Balance column displays the net sum of all transactions above this line. This number is calculated when the register is displayed..

Account is the other end of the double-entry transaction.  It will never be XE "never"  the same account as the register you are working in.  The entry -split - means that it is more than double entry, because two or more accounts are involved on the other end. 

Memo is the memo, such as on the bottom of a check form, attached to this end of the transaction.  The other end of the transaction may have a separate memo.

Scroll bar is on the right-hand edge of the register, if the account contains too many transactions to show at once.  Although the scroll bar is described in chapters 23, and 24, the views here show that the QuickBooks scroll bar has an extra feature. If the mouse pointer is on the scroll button, and the mouse button is pressed, an odometer-like dial appears, showing the date of the earliest transaction that would be accessed by scrolling to this point.

Record makes the transaction part of your permanent books of account (until such time as this transaction might be deleted.)

Restore reverses changes made in a transaction.

Edit opens the transaction for observation or change.

Q-Report generates a QuickReport on the name in the current transaction.

Splits shows details of a transaction, four lines at a time, but Edit usually shows more.

Go to enables jumping to a specific transaction.

1-Line displays more transactions, tersely.  Try it, clicking several times, to see the register change between the two modes.  Most check boxes work like this.

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Last modified: May 21, 2004