This tutorial shows how to do quick Batch Entry in the Quickbooks accountant edition. We will use Bank2CSV utility. IMPORTANT: Bank2CSV is now replaced with the Transactions app, which converts from more formats and converts to more formats.
Bank2CSV can read all those transaction formats like CSV, Excel, PDF, QFX, OFX, QBO, QIF. And when it reads this format, it can save it as a CSV file or Excel file, or it can prepare Batch Entry data for you, just paste. Start Bank2CSV and select a transaction file (it could be QBO file, OFX file, QFX file, QIF file, or PDF file).
It shows data in a Table format.
And this is the Original format you can work with this in Excel.
If you have data in Excel format, you can prepare it in Excel for Batch Entry. QuickBooks accounting edition has a function Batch Entry. Click 'Accountant' - 'Batch Enter Transactions'.
For Checks, it has six columns.
Or for a Credit Card, it has five columns.
So if you have data in Excel and you format data in an expected way, like Dates, expected Date format, Payee, Account, Amount, Memo. Then you can copy from Excel and paste it here without using the tool. But if you have something like OFX format or PDF, you cannot really do that, but with Bank2CSV you can do it. And all you have to do here is to select 'QuickBooks Batch CCard', you don't need to save any file.
OFX files do not have categories, but QIF files do have categories. So you may also fill up categories here if you like. For example, for the payee name 'August bill' you could say, that this is 'Utilities'.
And then it would fill the column 'Categories' here, it is not present an OFX file.
Then you click the 'Convert' button.
Click 'Ok" and go back to QuickBooks.
Select your Transaction Type and then click on the first line, the first column.
And just press 'Ctrl' + 'V'. It entered Dates, entered Payees.
If you want to rename Payees, you can also do it in a tool. You can map your Payees on the OFX file to actual Vendor names you have in QuickBooks and it will do that. This way they will match and it will prefill Account names (you see it was prefilled, QuickBooks found that account name) and it will prefill Amounts.
In the tool, we have Charges negative, and the Charges always negative on the OFX file. In this tool QIF files, Charges are always negative and payments to the account are always positive, even if it's Credit Card or Account.
But for the Batch Entry - Charges are positive. The tool reversed that in an expected way and it's ready to paste.
Click 'Save Transactions' and you've done.
This is a quick introduction to the Batch Entry function in Bank2CSV. Also, all other converters from ProperSoft (2CSV converters), do have this function. So QIF2CSV, PDF2CSV have this function. Bank2CSV costs a little bit more than those specific format converters, but it covers all formats.