How to enter journal entries or credit card charges to show the detail in the GL and not have it as a lump sum?

When I enter journal entries or credit card charges and there are multiple entries that go to the same GL acount in one transaction, the GL shows the lump sum.  I want to be able to see the detail to each transaction.  How does everyone go around that? I was thinking to enter each transaction as a fake check but is there any other way?

Answer

Let me try, but we have to break down some of what you asked into specific details.

You don't use JE in QB for things when there are Tools: Banking menu > Enter Credit Card Charge; Banking menu > Write Check; etc. You don't use JE where Names are going to be included, because this is not a name-related transaction type. You just bypassed Cash vs Accrual Basis reporting. You don't use JE in QB for AR, AP, QB inventory, QB payroll, QB sales or sales taxes, in other words.

The "GL" is simply Accounts. What you likely are asking about is Reporting. There are tons of report to use, many of which do not give you that "lump" perspective. For instance, Balance Sheet Standard and Detail show the Banking or Credit Card side of the transactions; the details from the Items and Expenses tab are typically part of the Profit and Loss reports: P&L standard, P&L Detail.

When you run a "GL" report, that typically is a Data entry review perspective, not a financial analysis perspective.

So, it depends on the data you want to view (Bal Sheet is typically the Source/Destination accounts) and the perspective you want, such as Sales or Purchases, or financial.

Or, you do simply want to review transactions entered for accuracy. But now, the perspective of "from credit card" or "from checking" is not going to show the split details, unless you also customize the report to show Details = the splits. Otherwise, the Split details are down below on a transaction report. That's because the Credit Card or Checking account spending amount is in the balance sheet account section towards to top of that report; the spending details are typically in the expense account section, lower on that report.

"How does everyone go around that?"

By not making fake entries for what are Real entries that should be made properly, and then running the reports that apply to those accounts and the perspective that you want.

Reports menu > Company & Financial reports. Or, for any one account, open the chart of accounts and double-click income or expense, to see a Quick Report. For Balance sheet accounts, single-click and then use Ctl Q or Right Click or the Reports button at the bottom, for Quick Report.


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