QuickBooks-Controlled Journal Entry Numbering

Overview

Ordway currently assigns Journal Entry (JE) numbers at the time entries are created and exported. Some users have inquired about allowing QuickBooks to control JE numbering instead. This article explains why this configuration is not supported today and outlines potential future enhancements.

Current Behavior

At this time, Ordway does not support allowing QuickBooks to automatically assign Journal Entry (JE) numbers.
If this behavior is enabled, it results in a cross-linking error between Ordway and QuickBooks. This is because Ordway cannot confirm which JE was successfully created when the number is controlled externally.

As a result, Ordway is unable to:

• Verify the JE creation in QuickBooks

• Maintain reliable synchronization between systems

• Prevent duplication of exported journal entries

Why This Happens

Ordway’s export process relies on knowing the JE number at the time of export to accurately match and track entries. When QuickBooks controls numbering, the final JE number is not known until after submission, which breaks the validation loop and causes linkage inconsistencies.

Planned Improvement

The product team is exploring the use of the External ID field in QuickBooks objects to help resolve this cross-linking challenge.
If successfully implemented, this enhancement could allow:

• QuickBooks to assign JE numbers

• Ordway to track and verify JE creation through External IDs

• Synchronization to remain accurate and reliable

This feature is currently under review and not yet available.