Way to Auto-Fill Check Image Descriptions

jeffrey10013 · ‎December 27, 2023

Hi,

One of my client uses Chase and provides us with an accountant login to view their business bank accounts. I use the accountant login to export bank statements and the list of transactions into excel then import the excel transactions to QBs. I noticed that for the business payments made via check, the description on the checks won't show up on the excel file (see picture attached below). Is there a way to auto-fill the check descriptions from the bank statements?

JanbonN · ‎December 28, 2023

Hello there, @jeffrey10013. Allow me to chime in on this thread. Thank you for the screenshot and for providing additional details.

To update the description of your exported bank statements, I recommend contacting your financial institution and requesting the necessary changes. Keep in mind that QuickBooks displays the data the way you input it.

For now, the only workaround is to manually change the descriptions to match them with the bank statements.

After sorting this out, be sure to reconcile your accounts to keep your books up to date.

If you have any questions about your bank transactions, please don't hesitate to ask. Our community is available 24/7 to assist you. Have a good day.

View solution in original post

JamaicaA · ‎December 27, 2023

Thanks for taking the time to reach out to the QuickBooks Community for support, @jeffrey10013. I'm here to help you get a copy of your check transactions with the descriptions.

When you export reports or lists from QuickBooks Desktop to Excel, the data will be exported exactly as it's stored in QuickBooks. You'll want to review and ensure you've mapped them correctly.

The data displayed in your description section on the file or bank feed transactions comes from the financial institution your account is with. With this, you'll want to contact your bank and request the full details.

Furthermore, I would like to know how you downloaded the statement into the program. Did you import the Excel file? Have you edited it on your end? Any additional information can help us narrow down this issue.

Helping you is my top priority. I'll be on the lookout for your response. I'm always available for you. Stay safe.

jeffrey10013 · ‎December 28, 2023

Hi JamaicaA,

I first download the list of transactions from the bank to Excel format (see previous attachment). Then I modify the columns exported from Excel to match the columns when I go to Accountant -> Batch Enter Transactions on Quickbooks. The issue is that for the check payments, I usually have to manually change the check description to match who the check was paid to on the check image because the check description exported to Excel show up as "CHECK XXXX" (see previous attachment).

For example, if I export the sample check transaction (see sample attached) from the bank to Excel, the check description would show up as "CHECK 790" instead of "ACME Grocery Shop". Is there a way to get the check description to show the description from the check image instead of "CHECK XXXX"?

JanbonN · ‎December 28, 2023

Hello there, @jeffrey10013. Allow me to chime in on this thread. Thank you for the screenshot and for providing additional details.

To update the description of your exported bank statements, I recommend contacting your financial institution and requesting the necessary changes. Keep in mind that QuickBooks displays the data the way you input it.

For now, the only workaround is to manually change the descriptions to match them with the bank statements.

After sorting this out, be sure to reconcile your accounts to keep your books up to date.

If you have any questions about your bank transactions, please don't hesitate to ask. Our community is available 24/7 to assist you. Have a good day.

jeffrey10013 · ‎December 28, 2023

Thanks @JanbonN !

Irene R · ‎December 28, 2023

Hi there, @jeffrey10013.

I'm happy to hear that my colleague, JanbonN, was able to assist you in providing the necessary steps to solve your QuickBooks Desktop concern.

Don't hesitate to reach out if you need further assistance managing your account or any QBDT-related features. I’m just a post away! Have a jolly holiday!

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Way to Auto-Fill Check Image Descriptions