The QuickBooks Journal Entry Report gives your practice a summarized accounting view of financial activity for a selected time period. Revenue is broken down by Shepherd product category, and accounting movements — payments, refunds, discounts, sales tax, and changes in accounts receivable — appear together in a single view.
Navigate to: Admin > Reporting > Financial
What This Report Is For
Preparing a manual journal entry for QuickBooks.
Provides the summarized revenue, payments, refunds, discounts, sales tax, and A/R data your bookkeeper needs for period-end journal entries.
Reviewing revenue by Shepherd product category.
Each revenue line maps to a Shepherd product category, making it easier to align clinical revenue with your chart of accounts.
Auditing accounting movements in one place.
Payments, refunds, discounts, sales tax, and A/R changes all appear together for the selected period.
Cross-checking totals against the Summary Report.
Run alongside the Summary Report to verify key figures when reconciling your books.
Exporting summarized journal data for external use. Download the report as a CSV for use in QuickBooks, spreadsheets, or other accounting tools.
What This Report Is NOT For
Getting a single Net Revenue number.
Use the Summary Report instead — it calculates Net Revenue directly.
Investigating specific invoices or transactions.
This report shows summarized totals by category, not transaction-level detail. Use Invoice Summary or Invoice Line Items for that.
Matching Shepherd Pay deposits to your bank statement.
Use the Shepherd Pay Gateway batch report for payout reconciliation instead.
Cash-basis or accrual-basis sales tax reporting.
Use the Summary Report's Sales Tax section for sales tax workflows that require a specific accounting method.
Syncing data directly to QuickBooks.
Shepherd does not have a direct QuickBooks integration. Downloading the CSV does not sync your data.
Operational revenue performance analysis.
Use Product Usage to evaluate revenue trends or monitor category performance over time.
What You Need to Know
Shepherd does not have a direct QuickBooks integration.
This report provides summarized data for manual entry into your accounting system. Downloading the CSV does not sync Shepherd with QuickBooks.
Revenue amounts appear as negative values on the report.
This is expected. Ask your accountant or bookkeeper how to interpret these values when preparing journal entries.
The Filter By selection affects which transactions are included.
Item Administration Date and Item Creation Date can produce different totals for the same period. When comparing this report to other Shepherd reports, all reports must use the same date basis.
The same category can appear more than once.
A category like Discounts may appear twice when the period includes both granted and returned discounts. Both entries are correct.
The Net Change in A/R line is not a revenue or payment total.
It reflects movement in accounts receivable for the period and should not be compared directly to revenue or payment figures.
Filters
Time Period
The Time Period field defines the date range for the report. All journal entries that fall within the selected period will be included based on your Filter By selection.
As of 10/3/26: Because Item Administration Date is now the default, rerunning the same historical period may show different totals than before.
Select Item Creation Date to reproduce previous results. When comparing this report with other financial reports, confirm both are using the same date basis.
Filter By: Item Administration Date vs. Item Creation Date
The Filter By toggle controls which date is used to determine whether a transaction falls within your selected time period. This filter is required — you must select one before running the report.
Item Administration Date (default) Includes items based on the date they were administered. This is the default selection when you open the report.
Item Creation Date Includes items based on the date the invoice was created. The same Shepherd product categories appear regardless of which filter you select — the difference is which date determines whether a transaction is included in your time period.
Choosing different Filter By options when comparing this report to other Shepherd reports is a common cause of reconciliation discrepancies.
When comparing totals across reports, confirm that all reports are using the same date basis.
Reading the Report
The report displays one row per journal line. Each row includes:
Column | What It Shows |
Category | The account classification — a Shepherd product category name, a payment type, or an accounting category such as Discounts or Accounts Receivable. |
Amount | The dollar amount for that journal line. Revenue amounts appear as negative values. Payment amounts appear as positive values. The same category may appear more than once with both positive and negative values. |
Description | The type of activity — for example, Revenue, Payments, Refunds, Returns, Discounts Granted, Discounts Returned, or Net Change in A/R. |
Date | The date of the journal entry. |
Category types you will see on the report:
Revenue rows are named after your Shepherd product categories (for example, Exams, Vaccines, or Laboratory). Revenue amounts appear as negative values. Use the Category column to match each revenue row to the appropriate account in your QuickBooks chart of accounts.
Payment rows are named after the payment type — for example, Cash or MasterCard. Payment amounts appear as positive values.
Discount rows may appear twice when the period includes both discounts granted (positive) and discounts returned (negative).
The Accounts Receivable row shows the Net Change in A/R for the period. This value can be positive or negative depending on the direction of A/R movement during the period.
Sales Tax may appear as Sales Tax Payable and Sales Tax Receivable, each as a separate row.
Refund rows appear as negative values. Return rows appear as positive values.
Downloading the Report
You can download this report's data via the QuickBooks Journal Entry Report CSV link, which appears on the right side of the report below the header. A Download button is also available at the top right of the page.
Downloading the CSV does not sync Shepherd with QuickBooks. The file provides summarized report data for use in external accounting workflows.
Your accountant or bookkeeper can determine how those entries should be entered or processed in your accounting system.
Why Your Totals May Not Match Another Report
If a total on the QuickBooks Journal Entry Report does not match another Shepherd report, check the following before contacting support.
Did you run this report before and now see different totals for the same period?
The report now defaults to Item Administration Date. If the report was previously run using Item Creation Date, rerunning the same date range will produce different results. Select Item Creation Date to restore the previous basis.
Are both reports using the same Filter By date basis?
Item Administration Date and Item Creation Date can produce different totals for the same period, even when both reports are correct.
Are both reports using the same time period?
Confirm the date ranges match before comparing totals.
Are you comparing equivalent financial concepts?
Revenue, payments, A/R movement, and sales tax are not interchangeable. Confirm both figures represent the same concept.
Does the difference correspond to A/R movement?
If the gap between two reports equals the Net Change in A/R value on this report, that is the likely explanation.
Are you comparing a summary total to an invoice-level report?
The Invoice Summary can produce different totals depending on its date filter. Confirm filters align before concluding there is a discrepancy.
If the figures still do not reconcile, contact Shepherd Support with:
The date range and Filter By selection used on each report
The specific line item you are comparing
The expected value and the actual value
Frequently Asked Questions
Is this report cash basis or accrual basis?
The QuickBooks Journal Entry Report does not independently support cash-basis or accrual-basis selection. For sales tax reporting that requires a specific accounting method, use the Summary Report's Sales Tax section, which supports both bases. Confirm the appropriate method with your accountant or CPA.