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Level 1

Import payout file into bank register

Hello QBO community!


I am working with a consignment clothing company that sends out close to 2000 checks every other month as payout to their consignors. We are looking for a solution to track these checks and balance the books. They use a separate program to track inventory and payments made to their consignors, but would like to be able to match up checks coming through the bank as they have had problems recently with fraudulent checks slipping through.


I have been doing research on importing a .csv file with the data for all the checks but I don't want to import them from the bank feeds because it then counts them as 'cleared' through the bank. The data I have includes all check data that has not cleared through the bank yet.


How would I import these transactions into my bank register to then match when they clear the bank?


Thanks for any help!



4 Comments 4
QuickBooks Team

Import payout file into bank register

Welcome to the Community, @LaurenBrowning. I'm here to make sure you can add your transactions to QuickBooks Online (QBO) seamlessly.


You can manually record transactions in your QBO account if you don't want them to show up as cleared in the bank register. Follow these steps to proceed:


  1. Go to the Accounting menu and select Chart of Accounts.

  2. Find the account register you want the check to be added to.

  3. Select View register from the Actions column.

  4. Add a check to the account register.

  5. Fill out the fields to complete the transaction.

  6. Once done, select Save.


Otherwise, you can also use this article to learn how to enter a check issued manually or from a prior date.


Additionally, to learn more about recording and printing checks in QBO, I suggest opening these articles:



If you need additional help with adding your checks into QBO, please let me know by adding a comment below. I'm always here to help. Have a great day!

Level 1

Import payout file into bank register

I have a file with 950 transactions that I need to record in my Register. Will I need to hand enter each one of these individually?

QuickBooks Team

Import payout file into bank register

Help has arrived, @LaurenBrowning. Let me show you how you can import files in QuickBooks Online.

Here in QuickBooks Online, we are using the CSV file format to upload transactions. However, you must first ensure that the data is in the correct format before uploading it.


For starters QBO can import CSV file to choose either a 3-column or 4 column format.


The 3-Column template has columns for the Date, Description of the Transactions, and the amount. Whereas the 4-Column template has a Date column, a Description column and both a Debit and Credit column. It’s important to know that these are the only columns QuickBooks can import.


For visual reference, you can refer on the screenshots below.




If you try to upload an incorrectly formatted file, you’ll receive an error message. Some of these restrictions include using special characters such as currency symbols, brackets, commas, etc.


Here are a few other things to check. In case you see an error message when you upload, you can 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


When you’re done, you can follow the steps in this article to upload them into QuickBooks Online.


Lastly, after doing the steps I’ve mentioned. You would want to categorize and match what you’ve imported. You can refer to this article for the steps.


Always know that you can get back to me anytime if you have further questions about this. I'm just a few clicks away. Keep safe and have a good one!

Level 1

Import payout file into bank register

@Kurt_M @Kevin_C 


Both of your answers are hovering around my actual need. I appreciate the responses though. After doing some more research I've come to the conclusion that the feature I require is most likely "Batch Transactions" which is only available in the Advanced version of QB Online. As I cannot afford the extra $1200 a year this would cost me, I will have to search for a solution elsewhere. 

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