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Level 3

Export downloaded Bank transactions, categorize, then upload

Hi,

 

We're pretty new to QB Online and have many Bank transactions to categorize. Our primary bank is electronically connected so the transactions have auto-imported into QBO. Along with supplying the correct  account (known as Category for banking transactions,) we also need to record a Class and Country for each transaction,

 

We thought we'd be able to download all of the 'For Review' transactions, make mass changes in Excel, save as a new CSV, and then upload these that we just categorized and applied Class & Country without creating extra transactions. But there doesn't seem to be a way to do this.

 

If QBO allowed doing so, we'd think there'd be a unique transaction ID in the file so we didn't create new transactions when importing the corrected ones. 

 

Maybe we should still upload  corrected transactions and use the matching functionality at least match them, and then we could EXCLUDE the original transaction and be left with the corrected transactions? If there was the original transaction with a guessed (incorrect) Category, and the second additional transaction with a different Category, and also an uploaded Class and Country, would the matching be smart enough to use the date and amount to suggest a match?

 

Any comments or tips appreciated. Thanks in advance.

6 Comments
Highlighted
QuickBooks Team

Export downloaded Bank transactions, categorize, then upload

There are two ways on how you can bring in banking transactions in QuickBooks Online, AL_67.

 

First is through the automatic download and the second is by importing a CSV file. This is the reason why it added another set of transactions in the For Review tab when you made an import, especially because there are already downloaded ones. 

 

You are also correct that you can exclude the original transactions and match the ones that were imported with assigned class and country. Follow these steps on how to exclude transactions:

 

  1. Go back to the For Review tab.
  2. Select the checkbox of the transactions that you want to exclude.
  3. Click the Exclude button.

Also, please take note that QBO will consider it a "match" if the downloaded or imported transaction has the same amount with the one in your bank register. The dates should also be within a 90 day period. As long as these two variables are present, then you should be able to use the Match function to categorize your banking transactions. 

 

Check out this article for more details: Categorize And Match Online Bank Transactions In QuickBooks Online.

 

Let me also share these articles in case you will these in the future:

 

The Community is always here if you need anything else.

 

exclude.PNG

Highlighted
Level 3

Export downloaded Bank transactions, categorize, then upload

@JenoP 

 

That is an awesome, comprehensive answer. I'm going to try this online later today with my colleague, but it seems to be quite workable if the matching functionality is as robust as it seems.

 

THANKS!

Highlighted
Level 3

Export downloaded Bank transactions, categorize, then upload

@JenoP 

 

That is an awesome, comprehensive answer. I'm going to try this online later today with my colleague, but it seems to be quite workable if the matching functionality is as robust as it seems. Then I will accept this as the solution.

 

THANKS!

Highlighted
Level 3

Export downloaded Bank transactions, categorize, then upload

Hi @JenoP 

 

Well we did the export, added additional data in Class and Country columns, and then imported, but then the import clearly has a defect, and put money in into the INCORRECT

SPENT & RECEIVED 

columns.

 

When we uploaded the file, which has both

SPENT & RECEIVED

columns , where it asks user to verify which uploaded columns match which database columns, it only showed one of 

SPENT & RECEIVED

. So we did the upload and amounts went in wrong one. 

 

I tried to recreate in the test system but it doesn't allow uploading such files.

 

Maybe you can take a quick look? I'll try to recreate in our production system but I may not have time till Saturday or so.

 

Thanks

Highlighted
Level 3

Export downloaded Bank transactions, categorize, then upload

Hi @JenoP 

 

Well we did the export, added additional data in Class and Country columns, and then imported, but then the import clearly has a defect, and put money in into the INCORRECT

SPENT & RECEIVED 

columns.

 

When we uploaded the file, which has both

SPENT & RECEIVED

columns , where it asks user to verify which uploaded columns match which database columns, it only showed one of 

SPENT & RECEIVED

. So we did the upload and amounts went in wrong one. 

 

I tried to recreate in the test system but it doesn't allow uploading such files.

 

Maybe you can take a quick look? I'll try to recreate in our production system but I may not have time till Saturday or so.

 

Thanks

Highlighted
Moderator

Export downloaded Bank transactions, categorize, then upload

Hello @AL_67,

 

You'll have to select 2 columns directly on the Map columns windows so your transactions will be posted into the spent or received category. Let me show you how.

  1. Go to Transactions.
  2. Select Banking.
  3. Under Update, select File Upload.
  4. Click Browse.
  5. Find and open the CSV file of your transactions.
  6. Select your bank account.
  7. Under File has amount in:, select 2 Column.
  8. Choose the correct columns according to your CSV file.
  9. Click Let's go.

In addition, here's an article you can read to learn more about creating your CSV file and a screenshot for your visual reference: Import bank transactions using Excel CSV files.

Lastly. you can also read through the content of this helpful article for the troubleshooting steps in case you'll bump into errors with your CSV file: Common errors for importing bank transactions using CSV.

 

If you have any other questions, please let me know in the comments. I'll be here to help. Stay safe!

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