Convert transaction files to Quickbooks Accountant Batch Entry

Convert transaction files to Quickbooks Accountant Batch Entry

This tutorial shows how to do quick Batch Entry in the Quickbooks accountant edition. We will use Bank2CSV utility.

You can download it from https://www.propersoft.net/products/bank2csv.

Convert transaction files to Quickbooks Accountant Batch Entry Step 1: download bank2csv

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 transactions file (it could be QBO file, OFX file, QFX file, QIF file or PDF file).

Convert transaction files to Quickbooks Accountant Batch Entry Step 2: open sample

It shows data in a Table format.

Convert transaction files to Quickbooks Accountant Batch Entry Step 3: table format

And this is the Original format you can work with this in Excel.

Convert transaction files to Quickbooks Accountant Batch Entry Step 4: original format

If you do have a 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'.

Convert transaction files to Quickbooks Accountant Batch Entry Step 5: function batch entry

For Checks, it has six columns.

Convert transaction files to Quickbooks Accountant Batch Entry Step 6: batch enter transactions for checks

Or for a Credit Card, it has five columns.

Convert transaction files to Quickbooks Accountant Batch Entry Step 7: batch enter transactions for credit card

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 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.

Convert transaction files to Quickbooks Accountant Batch Entry Step 8: target bank2csv

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 payee name 'August bill' you could say, that this is 'Utilities'.

Convert transaction files to Quickbooks Accountant Batch Entry Step 9: payees/categories

And then it would fill the column 'Categories' here, it is not present an OFX file.

Convert transaction files to Quickbooks Accountant Batch Entry Step 10: payees/categories

Then you click the 'Convert' button.

Convert transaction files to Quickbooks Accountant Batch Entry Step 11: click convert

Click 'Ok" and go back to QuickBooks.

Convert transaction files to Quickbooks Accountant Batch Entry Step 12: go back to quickbooks

Select your Transaction Type and then click on the first line, the first column.

Convert transaction files to Quickbooks Accountant Batch Entry Step 13: click on the first line

And just press 'Ctrl' + 'V'. It entered Dates, entered Payees.

Convert transaction files to Quickbooks Accountant Batch Entry Step 14: click ctrl, v

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.

Convert transaction files to Quickbooks Accountant Batch Entry Step 15: rename payees

In 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.

Convert transaction files to Quickbooks Accountant Batch Entry Step 16: charges in tool

But for the Batch Entry - Charges are positive. The tool reversed that in an expected way and it's ready to paste.

Convert transaction files to Quickbooks Accountant Batch Entry Step 17: charges for batch entry

Click 'Save Transactions' and you've done.

Convert transaction files to Quickbooks Accountant Batch Entry Step 18: click save transactions

This is a quick introduction to the Batch Entry function in Bank2CSV. Also all other converters from ProperSoft (2CSV converters), they 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.

Convert transaction files to Quickbooks Accountant Batch Entry Step 19: done

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