QuickBooks HelpQuickBooksHelpIntuit

Format CSV files in Excel to get bank transactions into QuickBooks

SOLVED•by QuickBooks•393•Updated 1 week ago

Learn how to check the format of the CSV file you got from your bank to upload transactions to QuickBooks.

Instead of connecting your bank and credit card accounts to QuickBooks, you can upload them manually. You usually download this file from your bank. Before you can upload it, you need to make sure the data is in the correct format. Here's how to check the format of bank transactions in a CSV file you plan to upload into QuickBooks.

Learn about CSV formats

Each bank formats CSV files differently. This means you may not be able to import CSVs from certain banks since files don't have the format QuickBooks needs. If your bank doesn't support CSV files but offers Quicken (QFX), QuickBooks Online (QBO), or Microsoft Money (OFX), you can try to import your data and then upload more than 90 days of bank transactions through Web Connect.

You can upload CSVs with either the following 3-column or 4-column format. These are the only columns QuickBooks can handle and this order. The three mandatory fields needed to import successfully into QuickBooks are Date, Description and Amount columns.

The 3 column format

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

ABC
1DateDescriptionAmount
21/1/2018Example of a payment-100.00
31/1/2018Example of a deposit200.00

The 4 column format

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

ABCD
1DateDescriptionCreditDebit
21/1/2018Example of a payment100.00
31/1/2018Example of a deposit200.00

If you see an error message when you upload, do the following:

  • Remove any zeroes (0) from the file. Leave those cells blank.
  • Correct any transactions that display numbers in the Description column.
  • Remove the word "amount" if it appears in the Credit or Debit column header. They should only read "Credit" and "Debit" without the word "amount."
  • Make sure the dates are in one format. We recommend you use: dd/mm/yyyy.
  • Mac users must save the file as a Windows CSV file.
  • Some banks add the day of the week in the Date column (for example, 20/11/2018 TUE). You need to remove the day of the week. To do this, split the date and the day of the week into separate columns:
    1. Open the CSV in Microsoft Excel.
    2. Highlight the column that contains the date.
    3. Go to Data then select Text to Columns.
    4. Follow the onscreen steps and select the following:
      • Original data type: Delimited
      • Delimiters: Space
      • Column data format: General

You can also follow the steps from Microsoft.

  • CSV files for credit card accounts may display transactions in reverse. For example, deposits may appear as negative amounts because paying your credit card reduces your balance.
  • To make sure these transactions are imported correctly, select the corresponding credit card account (not a bank account) when you upload the file into QuickBooks Online.

To make sure credit card transactions post correctly to your company file, be sure to select a corresponding credit card account (not a bank account) in QuickBooks Online.

Upload transactions into QuickBooks Online

When your file is formatted correctly, follow these steps to upload them into QuickBooks Online.
Once the import is finished, you are directed to the Banking menu or Transactions menu where your imported transactions are displayed on the For Review tab. You can review, add, or match each transaction.

Exclude downloaded transactions

If you've uploaded the data to the wrong bank account, you'll need to exclude the transactions that were downloaded to the wrong account and upload the CSV again to the correct bank account. See Exclude a bank transaction you downloaded into QuickBooks Online.

Was this helpful?

You must sign in to vote, reply, or post
QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

Sign in for the best experience

Ask questions, get answers, and join our large community of QuickBooks users.

More like this