before you put in more transactions you must be able to change a transaction that was already
recorded QuickBooks calls changing a transaction editing a transaction you can change any part of
any transaction that you have already recorded anytime you want to the results on the reports
will change immediately let's take a look at an example let's change the January 5th money
amount to $100,000 and let's see what happens on the trial balance okay here we are in the
indy register window here is January 5th and here's the money amount let's highlight the
money amount over type it with the new number that we want to record that's all you have to do click
into the field of the piece of information you want to change then just push tab and it will
save the new information now when we record the change QuickBooks gives you a warning message
to make sure you're not doing it by accident you have changed the transaction do you want
to record the changes let's click yes and then of course click yes pass this message this is
an advertisement that you can just close out aha notice the ending balance in the register changed
immediately to a negative 87,000 100 when you look on the trial balance it also says 87,000
100 but the balance has moved from the debit column to the credit column you do not need
to know the principles of debits and credits the only thing you need to know is that cash
would normally have a debit balance but if it goes negative it goes into the credit column instead of
having a negative sign in front now when we look back on the January 5th transaction we see that
the account is delivery expense when we look at delivery expense now it's $100,000 right that's
because we changed one of the do we change the only transaction where we had delivery expense to
$100,000 now let's examine this a little further let's change the expense account of January 5th
check from delivery expense to telephone expense and see what happens right now delivery expense
is a hundred thousand and telephone expenses one thousand four hundred if we go back here
and change the January fifth expense from delivery expense to telephone expense when
we click record we get the normal warning that we click yes past this is something we just click yes
past now notice cash did not change but when we click on the trial balance you can see delivery
expense has completely disappeared and you can see telephone expense has become one hundred
one thousand four hundred dollars if we double click inside the telephone expense account by
double clicking on the total balance here are all the transactions that were recorded in the ledger
account telephone expense the January sixth and January eighth transactions are the ones that
we recorded before and they are fine however the January fifth transaction is now showing
up in the telephone expense account because we change the expense account in the register to
be telephone expense and that explains the change in the general ledger and the trial balance let's
make sure to change it back let's go back to the register click on the January fifth transaction
change it back to delivery expense change the money amount back to $900 push tab to save the
field or maybe it won't I don't know click yes to save the change and yes pass the annoying message
cash balance goes back to what it normally would be and delivery expense balance goes back to what
it was changing the date of a transaction has a special kind of effect that you must be aware of
the transactions show up in a different place if you change the date of a transaction that's
because the register shows the transactions in date order changing the order of the register
to order entered would help show you where the transaction is if you cannot find it let's take
a look for example let us change the date from the January 3rd transaction and let's make the January
3rd transaction become January 10 so now check number 2 is going to jump to the bottom because
it will have the latest date when we click record and we click yes and click yes notice check number
2 has jumped to the bottom check number 2 now has the latest date of all the transactions and that's
why it's jumped to the bottom you can notice now the checks are not in numeric order even
though you wrote them in numeric order over time that would indicate that there must have been a
change in one of the dates well how can you see that if you look later well if you look here at
the bottom left of the register window let's look a little bit closer and here we are in the bottom
left of the register window there's a tool called sort by let's bring this up a little higher right
now the default is sorting by date but one of the sort by choices that you can make his sort
by order entered QuickBooks knows the order in which the transactions were entered regardless
of what date you put when you recorded the transaction so when we click order entered
notice January 10th will jump way up high let's take a look at that again let's just change it
back to the default date type and reference number the order now is date first and reference number
second so now when we change the order to order entered look what happens to check number two
aha it jumped from the bottom all the way back to its original position even though the jate
says January 10 that's because sort by is order entered of course to fix everything the normal
proper way to leave your register is date order so we should really change this back to January
3rd click record click yes for the change yes to pass the annoying message and then check number 2
jumps up to its original spot remember the normal way to view your register is date order you can
explore and experiment with any of these other choices but I can tell you only this choice will
make the running balance a legitimate valid column the running balance in this column is supposed to
show you that the balance on a specific date if you remove date order and sort it into any other
kind of order the running balance is meaningless and arbitrary and is not showing you the balance
on the date of the same row as the transaction the only way to get the running balance to show
the balance on the day of that transaction is to make sure the order is jate order