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Question

Managing Transactions | Post Your Question Below

Forum|Forum|2 years ago
September 11, 2023
21 replies
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Let us know if you have any questions about managing transactions (adding, excluding, categorising and matching). Post your question below and we'll have an expert that can help you get an answer.

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G

GeorgiaC

Level 13

Hi Tracy, please record the VAT payment manually against the return following the steps below. After this, you can match the payment in your bank feed.

1. Go to Taxes and select VAT (Take me there).
2. Select the ▼dropdown menu next to the return.
3. Select Record Payment.
4. Select the bank account you've used to pay HMRC.
5. Enter the payment date and amount in the appropriate fields.

6. Select Save.

A

alan_mt

I have two transactions from my Bank Credit Limit that are payments. They did not come in automatically from the Bank Credit Limit feed. I tried to manually create a .CSV with 3 columns and 4 columns but QBO won't accept the .CSV. This has caused a bit of pain as I can't reconcile the month. Anyone have any ideas?

J

JanbonN

QuickBooks Team

Welcome to the Community,

@alan_mt. This isn't the experience we want you to have. Let me share some information about uploading a CSV file to QuickBooks Online (QBO).

To successfully import your CSV file to QBO, you must use the correct formatting. If you do not follow the correct format, QBO may not recognize the file. It's important to note that each bank's CSV file format is different, so you may be unable to import CSVs from certain banks as their files may need a different format than QuickBooks.

In case your bank doesn't export to a CSV file, you can still upload your statements to QuickBooks Online via Quicken (.QFX), QuickBooks Online (.QBO), or Microsoft Money (.OFX) files as long as they follow the correct format.

The 3-column format

This format has a Date, Description, and Amount column.

The 4-column format

This format has a Date, Description, Credit (money out), and Debit (money in) column.

After checking the format, please import the transactions again.

Once you've successfully imported the transactions, you can now reconcile the account.

Let me know if you have other queries about importing your files. I'm here to lend a hand. Have a great day.

N

NaomiB1

Hi,

I am trying to upload a CSV file from my old bank account as all of the transactions from this account are no longer visible in Quick Books (I use Quick Books Self Employed). I have followed all the guidance on the pages specifically about uploading CSV files (https://quickbooks.intuit.com/learn-support/en-us/help-article/import-transactions/add-older-transactions-quickbooks-self-employed/L0jWhUMA1_US_en_US?uid=lrdtkag8

I have a very simplified CSV file saved in Libre Office (I don't have Microsoft Excell). I will copy one of the files I am trying to upload below. It doesn't accept the file and I get this message 'Error Importing

Darn. File upload failed. (Probably our fault.) Please give it another try. If you see this message again, you might need to contact us.' I am now stuck! I have hundreds of lines of data to import (they all disappeared from my Quick Books account when I changed bank accounts - an error on my part as I didn't realise this wasn't saved in Quick Books). I am keen to avoid having to type all this data in and really don't understand why the CSV file isn't loading. I copy the table from the csv file below to show you how simple it is and follows guidelines. Can you help please?

Naomi

Date	Description	Amount
29/03/2022	Work Naomi Brookes	5000
31/03/2022	Naomibrookesdesign Re Boxall Lawrence	-150

N

NaomiB1

Hi,

I am trying to upload a CSV file from my old bank account as all of the transactions from this account are no longer visible in Quick Books (I use Quick Books Self Employed). I have followed all the guidance on the pages specifically about uploading CSV files (https://quickbooks.intuit.com/learn-support/en-us/help-article/import-transactions/add-older-transac...

I have a very simplified CSV file saved in Libre Office (I don't have Microsoft Excell). I will copy one of the files I am trying to upload below. It doesn't accept the file and I get this message 'Error Importing

Darn. File upload failed. (Probably our fault.) Please give it another try. If you see this message again, you might need to contact us.' I am now stuck! I have hundreds of lines of data to import (they all disappeared from my Quick Books account when I changed bank accounts - an error on my part as I didn't realise this wasn't saved in Quick Books). I am keen to avoid having to type all this data in and really don't understand why the CSV file isn't loading. I copy the table from the csv file below to show you how simple it is and follows guidelines. Can you help please?

Naomi

Date	Description	Amount
29/03/2022	Work Naomi Brookes	5000
31/03/2022	Naomibrookesdesign Re Boxall Lawrence	-150

G

GeorgiaC

Level 13

Hi NaomiB1, thanks for joining this thread.

The maximum number of rows when importing a spreadsheet is 1000 (with a max file size of 350 KB). If you continue to see the error when attempting the import on more than one web browser, please try shortening the date range and upload transactions in smaller chunks.

This will help to identify if there are any transactions causing an issue with the import (for example containing an unsupported special character). Get back to us below if this doesn't fix!

F

feprimafi-gmail-

I’m new to QBO. I see that the bank balance is always so different from the QBO balance. Do I need to do the bank (monthly) reconciliation to get it right or closer, considering processing times, even if the bank transactions are connected to QBO and the transactions are all reviewed and categorised?

Thanks in advance for your help.

A

AileneA

Moderator

Hi, feprimafi. I'm here to share some insights about bank balances and QuickBooks balances in QuickBooks Online (QBO).

The bank balance and QuickBooks balance are two different things. The bank balance represents the actual balance of your bank account from the last bank feed update. On the other hand, the QuickBooks balance is the total balance of all bank transactions that have been added or matched to QuickBooks. This means it includes all transactions, whether they have cleared the bank or not. For example, if you have created a bill payment in QuickBooks, it will be included in the QuickBooks balance even if it hasn't cleared the bank yet. Keeping track of both balances is essential to ensure that your financial records are accurate and up-to-date.

Yes, It's important to reconcile your bank account in QuickBooks regularly to ensure that the QuickBooks balance matches the bank balance. This will help you identify any discrepancies or errors in your financial records. By keeping track of both balances, you can ensure that your financial records are accurate and up-to-date.

I've also included an article that will help you manage your downloaded bank transactions in QuickBooks Online:

I'll be around if you still have questions about banking or bank transactions. Drop them in the comment section below, and I'll happily answer them. Take care and have a nice day ahead.

Ok, thanks.

We use Clio online and sync directly into QB online.

Some client invoices are paid and the bank deducts a fee at source therefore the amount applied in Clio is $15 greater than the amount uploaded in QB as part of the bank reconciliation process.

If payments received at less than $500 in total these do show up as an option to match in the banking transactions tab but are imported as an undeposited fund and will show up when matching other transactions on the same date for a greater $ amount.

How can I match these off correctly.

J

jeanbiverly_

I'd gladly help you match your clients' payments with the bank transactions, @Jdontas.

To do this, you can create an expense account for bank fees and then resolve the difference by matching the transaction from your bank feed. Here's how:

Go to Transactions and select Chart of accounts.
Click the New button.
In the Account pop-up, choose Expenses from the Account Type dropdown.
Select Bank charges from the Detail Type dropdown.
Enter Name as Bank fees.
Click Save and Close.

Your account is now created. To resolve the difference, you can refer to the steps outlined in this article's "Resolve the difference" section: How to account for bank fees when matching transactions in the bank feed. Although the article is for AU users, the steps are the same for UK users.

In case you want to categorise your transactions automatically, you can check out this article for more guidance: Set up bank rules in QuickBooks Online.

Should you have any other concerns besides matching your clients' payments and bank transactions, please leave a reply. The Community is always eager to help.

S

steck

I need to import transactions older than the limit that exists in Quickbooks. I have a CSV of all transactions from my business bank account.

I have manipulated it into the four column format of; date, description, credit, debit.
I have removed all amounts that equal zero in the credit and debit columns.
The date format is all dd/mm/yyyy.
I have removed the symbols *,-/ from the description column
I have deleted all blank rows under the data just in case of any hidden characters.

This CSV document absolutely refuses to be imported. I can't think of anything else that would need to be fixed.

ShyMae

QuickBooks Team

I appreciate you for sharing a detailed explanation of your concern, steck. I acknowledge the importance of having a seamless importing process, and I'm here to ensure you can successfully do it.

When importing bank transactions in QuickBooks, you may encounter specific errors. If you encounter such, you can refer to the last section in this article as a guide in fixing it: Fix bank errors.

If you haven't encountered any error messages and have already corrected the mapping and columns, we can perform some troubleshooting steps to rectify this.

Here are some keyboard shortcuts you can use to switch to a private browsing window:

Google Chrome and Microsoft Edge: Ctrl+ Shift + N
Mozilla Firefox: Ctrl + Shift + P
Safari: Command + Option + P

Once you successfully imported your CSV file, return to your regular browser and clear your cache. Accumulated cache and cookies in the system can become outdated or corrupted, leading to unexpected issues. You can also switch to other installed supported browsers, which is a good alternative.

If the issue continues, I recommend contacting our technical support. Our team of experts can arrange a screen-sharing session and ensure you can successfully import your CSV file.

To reach them, you can follow these steps:

Hover over to the Help menu and click the Search tab.
Select Contact Us and type in a short description in the box provided.
Choose Continue, then pick the Chat or Callback option.

I'd also like to provide some resources that can help you manage your transactions more efficiently:

If you need further assistance with importing your transactions or any other QuickBooks-related concerns, please feel free to use the reply button below to raise your concerns. I'm always here for you, steck.

S

SeanB13

Hi,

I am new to QB and am trying to upload my past bank transactions from a CSV file. This appears to be in the correct format (3 columns in the correct order etc) however there is an error when trying to do this in QB.

Any suggestions?

Sean

Nicole_N

QuickBooks Team

I'm here to ensure you can upload your CSV file to QuickBooks Online (QBO), @SeanB13. To achieve the task, let's check the correct mapping of your file.

Before doing so, can you tell me the exact error you received? Knowing this can help me provide you with the appropriate resolution.

When uploading past transactions using a CSV file, we need to make sure that it meets the standards or file format set by QBO. Aside from the 3-column format, we need to check the following:

Special characters are not allowed.
Zeros (0) are not allowed anywhere in the file.
Correct any transactions that display an amount in the Description column.
Remove the word amount if it appears in the name of the Credit or Debit column.
MAC users must save the file as a Windows CSV file.
Correct and standardize the Date format to a single format (for example, dd/mm/yyyy).
Some banks provide the day of the week and include it in the Date column (for example, 20/11/2018 TUE in column A) which is not an acceptable format. To correct this, split the date and the day of the week in two separate columns.

You can utilise this article for more details: Format CSV files in Excel to get bank transactions into QuickBooks Online.

When your file is formatted correctly but the error remains, let's upload the file on a private browser. This type of browser doesn't store cache, thus helping the page to load faster. You may use these keyboard shortcuts to save time:

Safari: Command + Shift + N
Mozilla Firefox: CTRL + Shift + P
Google Chrome: CTRL + Shift + N
Microsoft Edge: CTRL + Shift + N

After signing in, please import your file again. If it works without error, go back to your regular browser and clear its cache. If not, consider using a different browser to determine if the problem is specific to the one you're currently using.

Once uploaded, you can review the entries to categorise the transactions. You can also use the bank rules feature to ensure the transactions end up in the correct accounts.

Let me know how it goes by leaving a reply below, @SeanB13, or if you have further questions about importing your CSV file. I'll be around to lend a hand.

H

Hamilton Occuptional Therapy S

I have recently purchased a new laptop for my business on HP. How do I record the monthly payments on QBSE?

Thanks Jamie

S

Sherrie_F

QuickBooks Team

Thanks for joining us here, Hamilton.

I'm here to ensure you can record monthly payments in your QuickBooks Self-Employed (QBSE) account.

To begin, if your account isn't connected yet to QuickBooks, you can manually add transactions to record the payments in your account.

Here's how:

On the left navigational panel, go to the Transaction menu.
Select Add Transaction.
Enter the amount and a description.
Choose the Select category menu to organise your transaction. To learn more about categories, check this out.
If you have a receipt, you can drag and drop it onto the form.
Once done, hit Save.

However, if your account is already connected, QuickBooks will automatically download the transactions, and all you have to do is to categorise them.

Additionally, here's an article you can browse in case you need assistance creating a new transaction from a receipt image: Record or attach expense receipts in QuickBooks Self-Employed.

Keep me posted in this thread if there's anything else you need further assistance with when recording payments. Stay safe, and have a good one.

S

S Brockbank

I am using QB Online and am struggling with one solitary transaction on the bank feed. The amount on the feed is eg £20 but when I try to match it to the corresponding Customer payment a message pops up : 'Partially matched £40 remaining out of £20'. This makes no sense on a couple of levels! The amount on the feed corresponds to the actual paper bank statement which corrresponds to my records.

Every other transaction on the bank feed has matched the amounts.

I am at a loss as to what has happened and therefore, what to do about it. I have refreshed the feed, deleted and re-posted the Sales Receipt, logged out and logged back in again.

Any suggestions?

G

GeorgiaC

Level 13

Hi S Brockbank, thanks for joining this thread

We'd like to make sure you're able to match your bank transaction to the sales receipt in QuickBooks.

To check for any cache issues that may be causing the message to appear, please try logging into QuickBooks through a different browser or incognito window.

If this doesn't fix, I'd recommend contacting our team through this link. The agents available here will have access to set up a remote screen share with you in order to take a close look.

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