what to do with downloaded checking account on Quickbooks desktop - what now ?

I’m glad to see you in the Community, beckywaite.

Let me guide you in the right direction on how to manage your downloaded transactions.

Before running any troubleshooting steps, may I know what QuickBooks version are you using? This is to determine if the cause is due to a discontinued desktop program or other banking-related issues.

When QuickBooks is no longer supported (2018 and earlier), updates and add-on services will not work for you. This also includes your bank feeds.

If this is what’s happening, manually add the transactions directly to the register and categorize them from there. Let me walk you through the process.

Here’s how:

1. Open the company file and press the Lists menu at the top bar to select Chart of Accounts.
2. Look for the checking account and right-click your mouse to select Use Register.
3. This will open a page where you can input the entry.
4. Click in the blank entry at the end of the register and type in the date, check or deposit number, account, and payee in the designated field boxes.
5. Press the Record button to save it.
6. Perform the same steps for the other entries you’re trying to record in QuickBooks.

The downloaded entries will automatically transfer to the register once you add or match them to the existing ones (supported QuickBooks version). For detailed instructions, check the following article: Add and match Bank Feed transactions in QuickBooks Desktop.

Let me share this link that contains resources about online banking and other bank related-activities. They’re arranged by topic so you’ll be able to view each one right away: QuickBooks Desktop self-help articles.

Keep me posted if you still have questions on how to handle your downloaded transactions. I’m always ready to help and make sure you’re taken care of. Have a great weekend ahead.

Hi, thank you! I am using desktop QuickBooks for Mac 2020. I had no problem downloading the bank statements. I see the file under banking/downloaded.  I created the bank account. What I need are the steps for categorizing those entries in the download it files so they show up in the check register, that is where I am a bit unclear. I see how I can click on each entry and the download it file, categorize it, and then it seems to disappear from there and reappear in the check register but I just wanna make sure I’m doing that right. I’m used to Quicken, but the double entries confusing me. It appears that each check also shows up as a deposit somehow? And after I categorize it and enter a payee, I don’t see that payee in the check register. I stopped after just doing one because I don’t want to screw it up. Once I have the steps I think I can go through the bank file one by one, categorize it, and then I think it will be able to be reconciled? And can you show me a screenshot of what it should look like in the check register once I do this? Thank you so much. Once I have the steps I think I can get through this year of downloaded bank statements pretty quickly 

To clarify, I do have the downloaded file from the bank. The statements show up in banking/download.  But they don’t seem to automatically transfer to a check register, which is fine, I don’t need it to do that. I need to go through this year of bank statements one by one. I am going back, and entering a year of bank statements. So there is nothing already entered to match, it’s just to categorize, Have them show up correctly in the check register, and then be able to reconcile the statement. I could use a screenshot of what that should look like once over in the check register.  Thank you!

Thank you for the prompt reply, @beckywaite. I'll walk you through how to add the downloaded bank transactions to your register. 

After the download process of the Web Connect file (.QBO) from your bank, proceed with the steps below:

1. Go to the Banking menu, then select Downloaded Transactions.
2. Choose the correct bank account in the QuickBooks Account window.
3. You have the option to Add One or Add Multiple for several new transactions.
4. Type in the required info then hit Record.

Consider using renaming rules to have the system automatically the payee name from your downloaded bank transactions to what you have on your QuickBooks Desktop (QBDT) company.

If you encounter any issues with online banking, keep this article for future reference: Fix online banking issues in QuickBooks Desktop for Mac. 

Post a reply if you have other questions with online banking in QBDT for Mac. I'll get back to you as soon as I can. Have a great day!

I am not able to move the downloaded transactions to the register.  I am having to add each individually.  It worked last year.... not sure what has changed.  Ive tried everything you have in your help area with no luck!

Hi there, @Dingy.

Let me help you on how to manage your downloaded transactions.

Before running any troubleshooting steps, may I know what QuickBooks version are you using? Did you encounter any error message? This is to determine if the cause is due to a discontinued desktop program or other banking-related issues.

When QuickBooks is no longer supported (2018 and earlier), updates and add-on services will not work for you. This also includes your bank feeds.

In the meantime let's update your QuickBooks to the latest release this guarantees you have the most recent fixes and security updates.

Then, run the QuickBooks built-in diagnostic and repair tools called rebuild and verify data utilities. These tools comb through, repair, and notify you of data damage within the file.

Here's how:

1. Go to File, then select Utilities and Rebuild Data.
2. Choose OK. Follow the prompts to save a backup.
3. Click OK when you see Rebuild has completed.
4. Now, go back to File, then Utilities and select Verify Data this time.
5. Should the Verify find an issue with your data, you will be prompted to Rebuild Now or View Errors.

For your reference, you can also check out these articles for further guidance:

• Resolve data damage on your company file.
• Top data damage errors in QuickBooks Desktop.

Keep me posted if you still have questions on how to handle your downloaded transactions. I’m always ready to help and make sure you’re taken care of. Have a great weekend ahead.