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Import journal entries in QuickBooks Online

by Intuit Updated 3 weeks ago

Learn how to import journal entries in QuickBooks Online.

With QuickBooks Online’s import feature, you can import journal entries. We’ll show you how to use a CSV file.

Note: Turn off account numbers before you begin. This will ensure a smooth import. The account numbers can be turned back on once your import is complete.

Step 1: Prep your spreadsheet

Note: The spreadsheet file format may vary depending on your operating system. If you are using MacOS, the column separator in your file will be a semicolon. If you are using Windows, the separator will be a comma.

Before you import your journal entries, make sure everything looks correct in your spreadsheet.

  1. Make sure that your file includes the following info:
    Note: Depending on the Account Name selection (Accounts Payable (A/P) or Accounts Receivable (A/R)), the system will request the Name column to have a supplier selected.
    • Journal No.
    • Journal Date
    • Account Name
    • Journal/Description
    • Debits
    • Credits
  2. If your spreadsheet has new accounts, be sure to add them in your chart of accounts before importing.
  3. If you turned on the Warn me if duplicate journal number is used option in the Advanced tab of Account and settings, you won't be able to upload some entries with existing numbers. You may have to turn off that preference before you import.

Step 2: Import your journal entries

Note: You can turn on class tracking and location tracking to import journal entries with classes and locations.

  1. Go to Settings Settings gear icon., then select Import data.
  2. Select Journal Entries.
  3. On the Import journal entries page, select Browse.
    Note: If you need help formatting your journal entries, select Download an example.
  4. Find and select your CSV file. Select Open, then Next.
  5. Map your information. Your Field represents the headers on your spreadsheet. From each small arrow ▼ icon, select the one that matches a field in QuickBooks Online.
  6. Select Next. If there’s an error, edit the file and try again.
  7. Select Start import.
  8. Select OK.

Once you’re done, you can use the search function to check and edit the journal entries.

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