Is there a batch tool in quickbooks to reclassify transactions? I'd like to add locations to data in batch.

Hi there, @LORI.

Thanks for bringing your concern to the Community.

Yes, QuickBooks Online (QBO) offers a batch tool for reclassifying transactions and adding location information. However, this feature is exclusive to certain subscriptions like the Accountant and Advance versions of QBO. This enables users to reclassify transactions in bulk, including accounts and classes. However, it might not support batch addition of locations unless location fields are already present in the transactions you intend to update. Here's how:

In QuickBooks Online Accountant, you can access your client's QBO company, navigate to Accountant Tools, and choose Reclassify Transactions.

To reclassify transactions for QuickBooks Online Advanced, follow the steps below:

1. Open your QuickBooks Online account.
2. Go to Settings and select Reclassify Transactions.
3. Use the Account types dropdown menu to choose Profit and Loss for income and expense accounts, or Balance Sheet for asset, liability, and equity accounts.
4. From the Account list, select the account containing the transactions you wish to modify.
5. Apply filters such as type, class, customer/vendor, and modify filters for refining the list.  
   Tip: Select Accrual for all paid and unpaid transactions, or Cash for only paid transactions.
6. Click Find Transactions.
7. Check the box for each transaction you intend to change. 
   Important: Ensure there's a customer or vendor before moving transactions to Accounts Receivable or Accounts Payable. Avoid leaving these fields empty.
8. Click Reclassify.
9. Choose a new account for the transactions from the Change Account to dropdown, a new class from the Change Class to dropdown, or a new location from the Change Location to dropdown.

Note: If Change Location to is not visible, you may need to set up locations for your account.

When ready, click Apply.

Please know that the reclassify tool is also available for your firm's transactions in QuickBooks Online Accountant. On your firm's page, select Accountant Tools and Reclassify Transactions.

Furthermore, you can browse this page to learn how to use the reclassify transactions tool to batch edit transactions in QBO: Learn how to use the reclassify transactions tool to batch edit transactions.

If you want to keep track of each segment in your business, you run reports by class and customize them. I'm adding these articles as your guide:

• Run Reports By Class
• Filter, sort, or total reports by Class.

Feel free to reach out if you have any more questions about the batch tool for reclassifying transactions and adding location information in QuickBooks Online. Wishing you all the best, and have a fantastic weekend, Lori!

@lori.williams  You did not specify whether you were using Desktop or Online in this thread.

To add to what @Shania_C  said, this functionality is also available in QuickBooks Accountant Desktop.

I am using QB Plus are there any options for that version to do bulk update of location?

Thanks,

Lori

PS this was my first question to the community I'll make sure next time to include what version I am using.

Apologies I didn't include!  I'm using QB Plus.  My first post to the community I'll be sure to include next time.  Thanks!!

I appreciate you getting back and providing more details about your query, Lori. I'm here to supply information about modifying bulk locations or reclassifying transactions inside QuickBooks Online (QBO).

As my colleague mentioned in the thread, the option you're trying to access is only available in the Advanced version of QBO. Thus, it's not on the list of features that you can use within QBO Plus. If you wish to upgrade to the higher version to utilize the Reclassify transaction Tool, I can outline the steps to get you going:

1. Access your QuickBooks Online company as a primary or company admin.
2. On the top right corner, click the Gear icon and select Subscriptions and billing.
3. Make sure your payment info is up to date.
4. In the QuickBooks Online section, select Upgrade your plan.
5. Review the available plans and then select Choose plan.
6. Follow the on-screen steps to upgrade your plan.

For further guidelines, refer to this page: Upgrade or downgrade your QuickBooks Online edition.

You can refer to the screenshot below for visual reference: 

Once done, you can visit this page to learn more about the reclassify transactions feature: Reclassify or move multiple transactions in QuickBooks Online Accountant and Advanced.

I'm providing this article for when you generate reports to track classes. These resources will allow you to add more details while keeping your current settings for future reference:

• Customize reports in QuickBooks Online
• Memorize reports in QuickBooks Online

Need assistance ensuring the transaction you've recorded in your QBO company is accurate? Our QuickBooks Live Expert Assisted can offer tips and guide you in streamlining the process of reclassifying them inside the program.

You can comment below if you have other questions regarding reclassifying transactions or performing specific tasks inside the program. Rest assured, I'll be here with the details needed to sort queries. Keep safe.

Keith I went ahead and upgraded so I could use the reclassify transaction tool.  That is screen is now empty but when I run a report I am still seeing that "bill payments" and "payment" transactions that do not have a location / business assigned.  If I click into the original transactions, there is not a drop down selection there for location / business either.  Can you help me with a suggestion on how to batch reclassify those transactions also?

Thanks for coming back and sharing additional details on the reclassifying transactions, Lori. I really appreciate your thoroughness. Let's get straight to work on the issue  and ensure everything is set right for you.

For instance, stored cache files can cause disruptions. If following the steps provided by my colleagues still prevents you from adding a location, you can consider accessing your account in a private window or using a different browser. This approach can help ensure that the programs operate smoothly without storing data.

You can use these keyboard shortcuts:

• For Google Chrome browser: Ctrl + Shift + N
• For Mozilla Firefox browser: Ctrl + Shift + P
• For Safari browser: Command + Shift + N

If it works, you can return to the original browser and clear its cache  to start fresh or use a different supported browser as the one you're using now may have temporary issue. 

After completing the steps above, let me share with you the steps when utilizing the Reclassifying transaction tool to batch edit transactions. Here's how:

1. In your QBO account, go to Gear icon and select Reclassify transactions.
   
2. Account types dropdown menu, choose Profit and Loss to see income and expense account. Or choose Balance Sheet to view your asset, liability, and equity accounts.
3. On the Account list, select the account with the transactions you want to modify.
4. Use Accrual to see all paid and unpaid transactions or Cash to only see paid transactions.
5. Select Find Transactions.
6. To batch it, check the box for each transaction you want to change.
7. Click Reclassify.
   
8. Select a new account to move the transactions to from the Change account to dropdown, a new class from Change class to dropdown, or a new location from the Change location to dropdown.
9. Once complete, click Apply

For a more detailed explanation of the steps outlined, refer to this article: Reclassify or move multiple transactions in QuickBooks Online.

Additionally, would you like to know which part of the  transactions QuickBooks gets the data from? You can run the balance sheet by location report: Run a balance sheet by class or location in QuickBooks Online.

It's our duty to help you streamline any QuickBooks tasks within the program. If there's anything else I can do with reclassification of transactions, post again in the Community space. We are diligent in supporting you in any way.

Thank you for the additional information.  I already have the location / businesses set up.  And I've already reclassified a lot of transactions.  But for some reason even after trying clearing my cache, the "bill payments" and "payments" are not showing in the reclassify tool and they are not showing the drop down if I go back to the original transaction.  It is kind of odd when I'm in the reclassify tool it has no transactions when I filter on "NONE" for location / company but there are several pages at the bottom.  But then when I review them, they're all blank pages.  Other thoughts on why?

Thank you for providing detailed context, Lori. I appreciate your thorough explanation of the steps you've taken and the specific issues you're encountering in QuickBooks Online (QBO). I understand your frustration regarding the absence of customer and bill payments in the reclassify tool and the unusual behavior you're experiencing. Let me clarify crucial aspects of QBO's functionality and share additional insight that may help address your concerns.

In QBO, customer and bill payments are transactional records that don't directly correspond to income or expense categories. Consequently, they can't reclassified using the reclassification tools.

The reclassify feature in QBO is for categories, not for payment accounts. When using the reclassify tool, you won't be able to select or modify payment accounts, as the tool is intended solely for adjusting income and expense categories.

Instead of reclassifying customer and bill payments, the correct approach is to reclassify the original bills or invoices associated with those payments. This ensures your financial statements accurately reflect the income and expense categories.

Regarding the unusual behavior you're encountering when filtering for NONE in the location/company field, there are a couple of potential explanations. There may be no transactions in your QBO with NONE assigned as their location/company. If they have been assigned to specific locations, this filter would yield no results. The date range might not be filtered, causing QBO to look across all time periods. This explains why you see multiple pages indicated at the bottom, even though no transactions appear when you review them.

In addition, to filter a balance sheet by class or location, refer to this article: Run a balance sheet by class or location in QuickBooks Online. This resource provides step-by-step guidance on utilizing QBO's location-based reporting features effectively.

I hope this explanation clarifies the functionality of QBO's reclassification tools and offers some insights into the issues you're experiencing. If you continue encountering difficulties or have questions about using QBO effectively, please don't hesitate to reach out. We're here to help you maximize the benefits of QuickBooks Online for your business.

When I go to the original "bill payment" or "payment" screen there is no drop down for me to select location / business on the original transactions for me to do manually.  I've attached a print screen in case I'm just missing it.

I'll take this opportunity to provide information about reclassifying transaction features in QuickBooks Online Advanced, Lori.

In the QBO Advanced version, you have the capability to add location specifically for invoices, sales receipts, bills, and invoices. This feature allows for enhanced personalization and organization of financial documents in the system.

However, adding a location in the Bill Payment and Receive Payment section isn't possible since this is working as design in QuickBooks Online.

See this screenshot below:

Moreover, I'm adding this page for more information about reclassifying transactions in QBO: Reclassify or move multiple transactions in QuickBooks Online Accountant and Advanced.

Additionally, reports can be generated to analyze your sales, costs, or profitability across different segments. You can leverage this data to make informed decisions for future planning and to create a budget by class or location in this article: Run reports by class in QuickBooks Online.

Leave a comment below if you want more assistance with bill payments, receiving payments, and reclassifying feature concerns in QBO. I'll be around to lend a helping hand.

I upgraded to to on line advanced so we could add locations / business to transactions.  So I'm disappointed now that I can only add that detail only to select transactions. Reports like a P&L and Balance Sheet will only make sense if I can add locations / business to all transactions.  What version do I need now to add locations / business to ALL transactions including Bill Payment and Receive Payment 

Adding locations to Bill Payment and Receive Payment is currently unavailable in QuickBooks Online (QBO), Lori. This feature would certainly enhance your experience, and we appreciate your input. We'll forward this feature request to our product developers for further consideration.

Please be aware that the option to add a location in the Receive Payment and Bill Payment pages is not available in all versions of QBO. This limitation exists because these transactions are linked to specific invoices or bills, which already have designated locations assigned to them.

However, we highly value your suggestions and encourage you to share your thoughts with our development team. Our committed team of QuickBooks engineers is constantly working to enhance our products to better meet the needs of our valued customers. Your feedback is instrumental in helping our engineers evaluate the feasibility of new features and consider their inclusion in upcoming updates.

Here's how to submit a feedback within QBO:

1. Sign in to your QBO account.
2. Go to the Settings icon.
3. Select Feedback.
4. Enter your product suggestions.
5. Click Next to submit.

While waiting for potential product enhancements, consider adding the location to the Memo field on the Bill Payment and Receive Payment page.

These attached resources will provide you insights into the total amounts still owed, as well as the duration for which these payments are overdue by generating a report. Additionally, getting perspectives into the reasons behind any discrepancies between the AR balance reflected in the Chart of Accounts and the AR balance shown in reports generated:

• Run an accounts receivable aging report
• Reasons and recommended solutions to help resolve the difference between AR balance on the COA and A...
  
  

By sharing your suggestions, you play a vital role in shaping the future of our product development. If you have any other questions about managing sales transactions, let me know below. I'm here to help you right away.

I wouldn't be able to run a P&L or Balance Sheet based on "memo" field.  From your reply I'm understanding that there just isn't a way to use the location / business field in QBO advanced for a P&L or Balance Sheet report if I can't update all fields.  Seems like a basic function if the field is available.  Could you please confirm I can't change to a different version or use a built in AP to do a work around then?  If I send you a file can you update for me in the background?  Other ideas?

I appreciate you paying attention to address your concern, Lori. I want to clarify the situation to help you effectively track the locations associated with your AP and AR entries in QBO.

To confirm, users cannot add a location when processing transactions on the Receive Payment and Bill Payment pages in every version of QBO. The software doesn't allow adding a location at this stage, to ensure the connection between payments and their respective invoices or bills remains consistent and accurate.

Also, built-in AP as a workaround that would allow you to assign locations directly in the reports is unavailable. The location field is primarily available in invoices, sales receipts, and bill forms, and it doesn't extend to all transaction types.

Additionally, you can still use the location or business field in QBO advanced for P&L and Balance Sheet reports to update the location field for specific transactions. However, it will not apply to Receive Payment and Bill Payment entries.

To track the location added on each memo field on Receive Payment and Bill Payment transactions in the Balance Sheet or Profit and Loss report, let's select the AR/Income and AP/Expenses accounts on the reports so you'll be routed to specific transactions:

1. Sign in to your QBO account.
2. Go to the Reports tab and search for Balance Sheet and P&L report.
3. For the Balance Sheet report, select the Accounts Receivable and Accounts Payable accounts. Then select Income and Expenses accounts for P&L.
4. Click on their totals so you'll be routed to their associated transactions.
   
   
   
   
5. In the Transaction Report, click on the small Settings icon.
6. Ensure to click the box for the Memo/Description field, so you can track the locations added.
   
   
   

Create and save a personalized report within a designated group, allowing you to share it seamlessly with other users. This feature enhances data accessibility, facilitating smoother collaboration among team members and ensuring that everyone has access to the necessary information to contribute productively: Save a customized report in QBO.

If you're seeking comprehensive guidance on how to generate business reports in QuickBooks, our QuickBooks Live Expert Assisted team is available to provide personalized support. They can walk you through the various reporting features, help you customize reports to fit your business needs, and ensure you understand how to analyze the data effectively.

While this process consists of time and effort, the precision and clarity it brings to your financial records will ultimately prove invaluable. Still have questions about tracking location in QuickBooks? Let me know so I can provide you with all the possible solutions and guidance you need.

Thank you for the additional details.  Makes sense QBO would want invoices and payments to have the same location.  My challenge is we did not originally did not have a location / business on the invoice records.  I was able to add them through upgrading to QBO advanced using the reclassification tools.  But now have no way to update the payments. Without the location on all transactions using locations / businesses isn't useful.  Just creates a column in reports run with locations an added columns of "unclassified".