Why does QBO sometimes misinterpret the description field of uploaded bank transactions in a CSV file?

GeoJakobsche Patent Counsel PLLC · ‎September 13, 2022

One of my QBO accounts is a “bank” account, for which I manually upload transactions (Banking module > “Upload from file” (in “Link account” pull-down list)).
To illustrate the problem, the following CSV file contains two bank transactions. Both transactions include the text string “Appl.” in their respective descriptions. (In this example, “Appl.” is an abbreviation for “Application.”)
Date,Amount,Description
02/14/2022,-600.00,Payment 2501 UTILITY ISSUE FEE Docket No. DR-1216 Appl. No. xxxxxxxxx Trans. ID E20222DB01144152
02/28/2022,-80.00,Payment 2051 SURCHARGE Docket No. 3898-1202 Appl. No. 16663814 Trans. ID E20222RL20094915

However, when this CSV file is uploaded into QBO (in the Banking module), only one of the instances of “Appl.” is properly handled. The other instance is misrecognized as “Apple,” which corrupts the Description field.
This poses several problems. For example, I have a rule for assigning a transaction type, category of expense, and a payee to these transactions. (The rule applies to transactions that are: “Money out” in “USPTO Deposit Account.” The rule sets the transaction type to “Expense,” category to “Generally reimbursable expense...” and payee to “USPTO.”)
However, as you can see in the red example, the rule does not fire, presumably because the Description has been corrupted. I must manually “patch up” these transactions. Sometimes the Description gets mangled by QBO into “decolar.”
Furthermore, after patching up several of these transactions, QBO asked me if I want to create a new rule (“Is decolar always Generally reimbursable expenses:Official fees paid to patent offices?”) “Decolar” is completely meaningless. I don’t know how QBO came up with this name!

Kevin_C · ‎September 13, 2022

Thanks for the quick response, @GeoJakobsche.

I appreciate you adding screenshots to your post. I'm here to share some details about importing bank transactions and utilizing bank rules in QuickBooks Online (QBO).

Since the bank rules aren't applying, it's possible that you're using a rule based on bank text when you meant to make a rule based on description or vice versa. To clarify the distinction:

The bank text is exactly the information QuickBooks receives from the bank. The bank text is the transaction you'd see listed in your bank account or on your bank statement.
The description is a simplified version of the bank text to make it easier to understand. For example, QuickBooks might simplify bank text to just say a vendor name.

Based on your screenshots, it seems that QuickBooks simplified the bank text from the Description field. However, since the description is displayed in your list of transactions by default, you can follow these steps to show the bank text instead:

Go to the Banking menu, then select the Banking tab.
Click the Gear ⚙ icon located on the banking page.
Put a checkmark in the Show bank details box.

You'll also want to add a new rule instead, then you can choose the bank text instead to categorize your other bank transactions.

If you're good with your transactions, you can now proceed to reconcile an account in QBO. If everything matches, you know your accounts are balanced and accurate. We recommend reconciling your checking, savings, and credit card accounts every month.

Please keep us updated on how it goes or if you have other questions in mind, don't hesitate to reach back out. I'll be here to lend a hand. Stay safe!

View solution in original post

LieraMarie_A · ‎September 13, 2022

Hey there, @GeoJakobsche Patent Counsel PLLC.

Thanks for keeping in touch with us. I'm glad that your bank rule now working. I'm here to help you how to keep the Show bank details option checked. This way, you won't have to tick the box every time you go back on the Banking page.

After you tick the box, log out of your account before navigating to another module/menu. Doing this will help you keep your current bank settings. Then, log back in and see if the said box is marked. If not, it can due to outdated or corrupt cache files in your web browser. Clearing them will do the trick.

First, let's try accessing your account through an incognito window to rule out the possibility of a webpage issue. You can refer to these shortcut keys to open an incognito window in all supported browsers:

Chrome: Ctrl+Shift+N
Firefox: Ctrl+Shift+P
Safari: Command+Shift+N

If it works, I recommend clearing your browser's cache so you can access QuickBooks with a clean slate. You can also use a different supported browser.

Please come back if you need further help and keep me posted on how these steps work out for you. I'm determined to ensure your success. Have a great rest of your day!

View solution in original post

GeoJakobsche Patent Counsel PLLC · ‎September 13, 2022

Here is a screenshot that shows contents of the CSV file.

GeoJakobsche Patent Counsel PLLC · ‎September 13, 2022

Here is a screenshot showing how QBO responds to the CSV file.

Candice C · ‎September 13, 2022

Hey there, @GeoJakobsche Patent Counsel PLLC.

Welcome back to the Community. I can share some more information about importing bank transactions into QuickBooks Online.

To get the best results inside of QuickBooks Online with importing bank transactions, would be to fix the CSV file before uploading it. That means making any changes needed to the Date, Description, or Amount columns.

Since you're having trouble within the description section of the file, I recommend removing any numbers that display in that field. This can cause common errors to occur in the system. Learn more about formatting through this guide: Format CSV files in Excel to get bank transactions into QuickBooks.

Even though you mentioned sending a screenshot our way, I'm unable to see it listed in your response. Please send the picture again so that we can give you the best solution for your business.

I look forward to hearing from you again. Have a great day!

GeoJakobsche Patent Counsel PLLC · ‎September 13, 2022

'Sorry, I can't upload the screenshot. Everytime I try to attach a file, I get an error message.

I am familiar with the contents of the "Format CSV files in Excel to get bank transactions into QuickBooks." It was not clear to me what "Correct any transactions that display numbers in the Description column" meant. It seems to mean "Don't include any numbers in the Description column." However, this poses a problem, in that the Description identifies the transaction! Perhaps I should enclose the Description contents in quotes. Maybe that would prevent QBO trying to interpret the contents of the field and getting confused.

GeoJakobsche Patent Counsel PLLC · ‎September 13, 2022

Here.

RoseJillB · ‎September 13, 2022

Thank you for getting back, GeoJakob.

I appreciate all the information you’ve provided to sort out your concern about banking transactions.

Beforehand, I’m still unable to see the screenshot you’re referring to. Also, I replicated this by uploading a bank transaction using a CSV file and adding the same description from your initial post. Then, I did not encounter the same issue. Nonetheless, I recommend performing some basic troubleshooting steps.

This way, we can eliminate common errors that occur in their company files. A stored cache can usually cause this kind of issue. Let’s rule this out by using a private window or incognito:

Google Chrome: Press CTRL + Shift + N
Safari: Press Command + Shift + N
Mozilla Firefox: Press CTRL + Shift + P

Check the page after logging into your QuickBooks Online account. Manage your clients once the page loads correctly. To solve the problem altogether, clear the cache in the default browser.

To complete the procedure, close any open browser windows after the prompts are finished. This will update your browser's cache with new, accurate information. Since they don't use the data from the already-existing webpage, you can also use another supported browser.

Moreover, you’ll want to check out this article to fix mismatched or miscategorized bank transactions. Once sorted out, you can then reconcile your account to keep your books balanced.

Let me know if you have more questions about uploading bank transactions. The Community is always here to assist you. Stay safe!

GeoJakobsche Patent Counsel PLLC · ‎September 13, 2022

Here is the screenshot of how QBO handles the CSV file in my original post.

Fiat Lux - ASIA · ‎September 13, 2022

I don't see any image. Click the Photos icon on the menu to insert images here.

GeoJakobsche Patent Counsel PLLC · ‎September 13, 2022

Why is it so difficult to upload an image? I keep getting errors with Firefox. Now, I'm trying Safari.

JamaicaA · ‎September 13, 2022

Hi there,

Please know that there’s no screenshot added in your post. Don’t worry, I’m more than willing to help you add them here.

As per Fiat, you’ll need to select the Photos icon to add an image. From there, you can drag or choose files. You can take a look at these snippets as your reference:

Here’s an article you can read through to learn more about the CSV formats and then upload transactions to QuickBooks: Format CSV files in Excel to get bank transactions into QuickBooks.

Know that you can always post again here for your further concerns. I'm always here to help you. Take care.

GeoJakobsche Patent Counsel PLLC · ‎September 13, 2022

Kevin_C · ‎September 13, 2022

Thanks for the quick response, @GeoJakobsche.

I appreciate you adding screenshots to your post. I'm here to share some details about importing bank transactions and utilizing bank rules in QuickBooks Online (QBO).

Since the bank rules aren't applying, it's possible that you're using a rule based on bank text when you meant to make a rule based on description or vice versa. To clarify the distinction:

The bank text is exactly the information QuickBooks receives from the bank. The bank text is the transaction you'd see listed in your bank account or on your bank statement.
The description is a simplified version of the bank text to make it easier to understand. For example, QuickBooks might simplify bank text to just say a vendor name.

Based on your screenshots, it seems that QuickBooks simplified the bank text from the Description field. However, since the description is displayed in your list of transactions by default, you can follow these steps to show the bank text instead:

Go to the Banking menu, then select the Banking tab.
Click the Gear ⚙ icon located on the banking page.
Put a checkmark in the Show bank details box.

You'll also want to add a new rule instead, then you can choose the bank text instead to categorize your other bank transactions.

If you're good with your transactions, you can now proceed to reconcile an account in QBO. If everything matches, you know your accounts are balanced and accurate. We recommend reconciling your checking, savings, and credit card accounts every month.

Please keep us updated on how it goes or if you have other questions in mind, don't hesitate to reach back out. I'll be here to lend a hand. Stay safe!

GeoJakobsche Patent Counsel PLLC · ‎September 13, 2022

Excellent! Thank you. I did not appreciate the difference between "Bank text" and "Description." I changed my rule to be triggered by the bank text, rather than the description, and it now seems to work as I intended.

I ticked "Show bank details" in the "gear" menu on the banking page, and the display changed from description to bank text. However, this setting does not seem to "stick." That is, if I navigate to another QBO module and then back to the banking module, "Show bank details" is no longer ticked, and the description is displayed. Do I have to do something to get QBO to remember the "gear" settings?

GeoJakobsche Patent Counsel PLLC · ‎September 13, 2022

Thanks. I was using the "Choose file" button below the big dialog box to try to upload an image. I didn't realize there is a photo button above the dialog box. 'Sorry, I'm new to this forum. Another forum I frequent attaches images and other files with a button below the dialog box, so I wasn't used to the QB forum's UI.

LieraMarie_A · ‎September 13, 2022

Hey there, @GeoJakobsche Patent Counsel PLLC.

Thanks for keeping in touch with us. I'm glad that your bank rule now working. I'm here to help you how to keep the Show bank details option checked. This way, you won't have to tick the box every time you go back on the Banking page.

After you tick the box, log out of your account before navigating to another module/menu. Doing this will help you keep your current bank settings. Then, log back in and see if the said box is marked. If not, it can due to outdated or corrupt cache files in your web browser. Clearing them will do the trick.

First, let's try accessing your account through an incognito window to rule out the possibility of a webpage issue. You can refer to these shortcut keys to open an incognito window in all supported browsers:

Chrome: Ctrl+Shift+N
Firefox: Ctrl+Shift+P
Safari: Command+Shift+N

If it works, I recommend clearing your browser's cache so you can access QuickBooks with a clean slate. You can also use a different supported browser.

Please come back if you need further help and keep me posted on how these steps work out for you. I'm determined to ensure your success. Have a great rest of your day!

GeoJakobsche Patent Counsel PLLC · ‎September 14, 2022

Yesterday, I logged out of QBO, and today I logged in and found that "Show bank details" was ticked, so perhaps the logout/login sequence did the trick. Thank you.

MirriamM · ‎September 14, 2022

Hi there, @GeoJakobsche Patent Counsel PLLC.

I’m glad to hear that the issue about your bank transactions is now resolved.

In case you need tips and related articles when managing your account, feel free to visit our Community website for more insights.

If there's anything else you need help with, please come by the Community. We're here to lend a hand. Wishing you and your business continued success.

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Why does QBO sometimes misinterpret the description field of uploaded bank transactions in a CSV file?