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Solution home App Resources QuickBooks Online

QuickBooks What is : Journal Entry

Modified on: Thu, Nov 3, 2016 at 3:11 AM

Workato has several QuickBooks actions that are related to a Journal Entry object : 

  • Create Journal Entry
  • Create Journal Entry with line arrays
  • Update bank deposits

The available fields for a Journal Entry are : 
  • Transaction Date
  • Entry
    • Entry Source list
      Source of the list item where data will be extracted from. Learn more here
    • Description
    • Amount
    • Journal Entry Line Detail
      • Transaction Type
        Indicates whether this Journal Entry line is a debit or credit. 
      • Account Reference
        Reference to the account associated with this line. For France locales, learn more about it here
      • Entity
        Entity can be Customer, Vendor, Employee
        • Entity Name
        • Entity ID
        • Type
          Specify if it is a Customer, Vendor, or an Employee
      • Class
        Reference to the Class associated with the transaction. Applicable if transactions are tracking Classes
      • Department Reference
        Applicable if your Accounts are tracking departments. 
        • Department
          A reference to a Department object specifying the location of the transaction
      • Tax code Reference
        • Tax Code (Non-US accounts only)
          Leave blank for US accounts; For other locales, use the tax code
      • Tax applicable on
        Valid values are Sales, Purchase
      • Tax amount
      • Billable status
        The line is to be billed to a customer if the account is an 'expense account' and entity specifies a 'customer' object. Valid values are Billable, NotBillable, HasBeenBilled.
    • Opposite Entry
      Opposite Entry with details similar to Journal Entry Line Detail, but has to be of the opposite transaction type. Leave List Blank if creating only a single list item
    • Currency Code
    • Enter Currency Code in ISO-4217. Example : AUD, USD, GBP
    • Private Note
    • Total Amount
    • Transaction source
      Used internally to specify originating source of the entry
    • Exchange rate
      applicable if multicurrency is enabled for the company. The number of home currency units it takes to equal one unit of currency specified by 
    • Adjustment
      Indicates the total amount of the transaction. This includes the total of all the charges, allowances, and taxes. By default, this is recalculated by the system based on sub-items total and overridden


    • Transaction location type
      Valid values are: WithinFrance, FranceOverseas, OutsideFranceWithEU, OutsideEU. For France locales only.

Rules when creating Journal Entries

  • Accounts Receivable (A/R) account: needs to have a Customer in the Name Field. The A/R account is visible only after there are A/R transactions such as receive payments from invoices.
  • Accounts Payable (A/P) account: needs to have a Vendor in the Name Field. The A/P account is visible only after there are A/P transactions such Bill objects.

Tax Related considerations for global companies:

  • There are both Sales Tax and Purchase Tax.
  • On the transaction line , if TaxCode is specified, TaxAmount are required.
  • Any Transaction Tax Detail lines specified are not overridden. That is, if a user provides incorrect values such that the total amount on debit is not equal to total amount on credit, an error is returned.

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