How To Batch Enter Transactions in QuickBooks Desktop
This method of entering transactions into QuickBooks Desktop requires that you have the Accountant’s version of QuickBooks Desktop. Also this method is not the same as a bank feeds connection to your financial institution. Please be aware that the instructions for batch entry into the QuickBooks Online version are NOT the same.
So, the first thing you will have to do is download your transactions from your financial institution onto a spreadsheet and then you will have to prepare the spreadsheet prior to the batch entry steps (into QuickBooks Desktop).
Here is what I would recommend to accomplish this task to enter (very) basic information from BANK (not credit card) transactions:
- On your spreadsheet (Note: it is not recommended to prepare a CSV type of spreadsheet, but rather just an Excel (.xlsx) version or similar):
- Be sure you have columns headers for date, amount & memo (We will not be batch entering any other types of column data here within these instructions).
- Be sure your date format is just a standard type of format that will be recognizable in QuickBooks Desktop.
- For expense/check type of transactions, you will need to convert the minus sign over to a positive amount; this can be accomplished simply by utilizing a formula in your spreadsheet. (Note: This step is not necessary in the QuickBooks Online version).
- Now go to your QuickBooks Desktop software and click on the Accountant dropdown menu>Batch Enter Transactions.
- Transaction Type = Checks
- Bank Account: Be sure you choose the correct bank to enter these transactions into.
- Customize Columns: For our purposes here in these basic instructions, we will only be utilizing the following columns: Date, Number, Memo, Account & Amount.
- Go back to your spreadsheet and copy the entire column (BUT NOT THE ACTUAL COLUMN HEADER) of dates and paste into your Date column back in QuickBooks.
- Go back to your spreadsheet and copy the entire column (BUT NOT THE ACTUAL COLUMN HEADER) of amounts and paste into your Amount column back in QuickBooks.
- Go back to your spreadsheet and copy the entire column (BUT NOT THE ACUTAL COLUMN HEADER) of memos and paste into your Memo column back in QuickBooks.
- Now (within QuickBooks) fill in the Account field (underneath the Account column) for each line item. This is the actual financial account where each line item will post.
- Also, underneath the Number column, fill in the appropriate number (such as a check number or perhaps the word “wire” or “withdrawal”) for each line item, or just simply leave it blank as this may not be necessary for you. Note: You may decide to leave this blank if there is enough information within the memo field alone. Note: You can utilize the right-click, copy-down feature if all fields in the Number column will be the same.
- If everything looks good to you here, click Save Transactions.
- Now verify everything imported the way you wanted by looking at your bank account register in QuickBooks Online and perhaps process a financial report as well. You can also spot mistakes by commencing a bank account reconciliation up to date in QuickBooks.