Reference # vs Transaction #

Overview

Most QuickBooks transactions include a reference number. Deposits are the primary exception because they include a memo field but no reference-number field.

Reference numbers may also be blank because QuickBooks does not require users to enter one. Vendor Bills are a common example.

Why Reference Numbers Can Cause Reporting Problems

Reference numbers are not guaranteed to exist or to be unique across all QuickBooks transactions.

When a PivotTable groups transactions by reference number, every transaction with a blank reference number may be combined into one total. This can make unrelated transactions appear as a single group.

Use Transaction Number Instead

QuickBooks also provides a Transaction Number. This number is unique across all QuickBooks transactions and is the better field to use when a report requires a reliable transaction identifier.

Viewing Transaction Number in QuickBooks

Transaction Number is not shown by default on most QuickBooks reports. Add it as a report column when you need to compare QuickBooks results with QQube.

Expected Result

Reports grouped by Transaction Number will keep transactions separate, including transactions that have no reference number.