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Level 1

Edit multiple Account transactions

Hello All,

I  have posted a lot of transactions in the wrong P&L accounts. It will take me several weeks to take them into their correct accounts. Is there an easier alternative of correcting these transactions In bulk to the desired accounts?

Many thanks in advance,

Kind regards,  

27 Comments
QuickBooks Team

Edit multiple Account transactions

I got the options to help you re-categorize your transactions, nyagafc.

If they are from the Banking screen, just undo them. Then, re-categorize and add them back to your bank account. Here’s how:

  1. Go to Banking and choose the Banking page.
  2. Select your bank account and click the In QuickBooks tab.
  3. Select the affected transactions and click the Undo button.
  4. Go to the For Review tab and select the transactions that should have the same category. You only want to select the transactions from the same payee.
  5. Click on Batch Actions, and choose Modify Selected.
  6. Choose a Payee and a Category.
  7. Click Apply.

For expenses, you can categorize them in the Expenses section.

  1. Go to Expenses and choose the Expenses tab.
  2. Select the expenses that can be categorized in batch under the same account. They are the ones with categories placed in a box with a down arrow.
  3. Click Batch Actions and choose Categorize Selected.
  4. Choose an account and click Apply.

If you use product items, you change the account of the item. Then, select the option that says Also update this account in historical transactions. Please see the screenshot.

If you have other questions, feel free to comment down below.

Level 1

Edit multiple Account transactions

Hi!

 

This is very helpful!  I'm not sure how I never noticed this before... :D

 

Question though... what if one of the transactions in the list is Split?  Will it change the entire transaction or only the Split line?  I guess I could try this with one transaction, but if it changes the entire transaction, then I would think others viewing this thread might need to realize that before starting.

Moderator

Edit multiple Account transactions

Good day, sharks17.

 

Re-categorizing the split transactions will not affect the entire split line. This will only change the
modified one.

z.PNG

 

You can learn more about split transactions in the following article below:

 

If you have other questions or need help with anything about QuickBooks, please leave them in the comment below. I'll be glad to get back and provide further assistance.

Level 2

Edit multiple Account transactions

Does anyone know how to do this for the desktop version?

Moderator

Edit multiple Account transactions

Hello there, @philipjacobs

 

Currently, there isn't an option to re-categorize your transactions by batch. As an alternative, you'll have to manually change the accounts and payees of each transaction before adding them to the register. See the screenshot below for your visual reference. To learn more about this process, go through this article: Add and Match Bank Feed Transactions

ManuallyChangeAccountsandPayees.PNG

 

If you're using the 2019 version, I'd suggest visiting this website: What's New. This link contains more information about our product improvements that can benefit you and your business. 

 

You can count me in if there's anything else you need. Have a great day, @philipjacobs

Level 1

Edit multiple Account transactions

Thank you for that info, it would be greatly helpful but (unless I'm missing it), there is no UNDO button - Item 3 - that I can find.  Can you direct me.  Everything else in your description makes perfect sense.

QuickBooks Team

Edit multiple Account transactions

Hi @InfoPrincess,

 

I'm here to direct you to the right page so you can undo your added or matched transactions. This can be done by selecting the correct sub-tab in the Banking menu.

 

There are 3 sub-tabs under the Banking menu. These are For ReviewReviewed, and Excluded. You'll have to ensure that you've clicked on the Reviewed sub-tab to achieve your goal. Refer to a sample screenshot below.

 

 

You can follow the same steps provided by my peer JessT above, and you'll be good to go.

 

As for the steps on how you can categorize your bank feeds, view this article: Download, match, and categorize your bank transactions in QuickBooks Online.

 

I'll be around in case you need further assistance. Feel free to drop a comment below, and I'll get back to you.

Level 1

Edit multiple Account transactions

Almost got it!  What if the Batch Actions > Categorized Selected is not selectable?  It is showing up but I cannot use it to re-categorize.

QuickBooks Team

Edit multiple Account transactions

Thank you for joining the thread, @tina13vb.

 

Let me provide some information about categorizing transactions on the Expense Transactions window.

 

At this time, we aren't able to include the split transactions when categorizing expenses in batch. If you've selected a split expense/s that would be the reason why the Categorize selected button is grayed out. So you can proceed with the process, I recommend excluding the split entries from the selected transactions and just manually categorize them.

 

I've added these screenshots for your visual reference.

 

Get back to me if you have any other questions. I'm always here to help. Have a good day!

Level 1

Edit multiple Account transactions

Thank you for that clarification.  However, I did NOT select a "Split" transaction, and the Categorize Selected is still not available.  See attached.

QuickBooks Team

Edit multiple Account transactions

Thank you for getting back here, @tina13vb.

 

Initially, when you select the unsplit transaction, you must be able to categorize them. Let me help you fix this. 

 

You can perform some troubleshooting by opening an incognito/private browser to check if this is caused by some browsing issues.

 

You can use these keyboard shortcuts in opening an incognito/private browser:

  1. Google Chrome: Ctrl+Shift+N
  2. Mozilla: Ctrl+Shift+P
  3. Internet Explorer: Ctrl + Shift + P
  4. Safari: Command + Shift + N

If you’re unable to categorize expense transactions, you need to offload some data from your default browser by clearing its cache. This way, your browser can process data faster and improve its performance.

 

You can check this article for future reference: Reclassify or move multiple transactions at once.

 

Please let me know how it goes. I'd be glad to help you as soon as I can. Take care.

 

 

 

 

 

Level 1

Edit multiple Account transactions

If you would like to reclassify multiple transactions in QuickBooks Online, click on the Accountant Tools next to the handbag icon. Then select reclassify transactions.

This is an easy way to move transactions from one account to the next.

Level 1

Edit multiple Account transactions

Where is the handbag icon

 

Moderator

Edit multiple Account transactions

Hello there, Vventures,

 

The Accountant Tools is located at the top of your QuickBooks account. If you're using QuickBooks Online Accountant, you can see this:

 

 

 

Please let me know if you need further assistance.

Level 1

Edit multiple Account transactions

Hey, 

 

What if i entered all the expenses manually and made payment from an "X" account but now i have to change only the payment account for all the transaction from "X" bank a/c to "Y" bank a/c?

is this possible if we have entered all the expense transaction manually?

QuickBooks Team

Edit multiple Account transactions

You can manually edit your expense transaction to change your payment account, Shona7689.

 

Entering expenses can be done under the Vendors' menu or Register if this is for a large number of expenses to create. Then, you'll have to open each transaction and do the changes from there.

 

Here's how:

 

For paid bill:

  1. Click Expenses on the left menu.
  2. Go to the Expenses tab, then select the bill transaction you want to edit.
  3. Click the 1 payment hyperlink under the Paid status. 
  4. Click the date to open the transactions.
  5. Change the account on the Bank/Credit account field.
  6. Click Save and close.

For expenses, you can open the transaction and manually change the account.

 

Please check this article for more information if you're billing this expense to a specific customer: Enter, Edit, or Delete Expenses in QuickBooks Online.

 

To track the total expenses entered in QuickBooks, you'll want to run an expense report to show the total amount: Run Reports

 

Please touch base with us if you have any other concerns. I'll always be here to help you.

Level 2

Edit multiple Account transactions

Hi, can you re-categorize the transactions using  Quickbooks Desktop.

I have 1,000 of transactions which were entered for the same vendor but as an expense. I need to change it from expense into item, when I enter bill for this vendor.

Is there a way to change the bills at once or do I have to click on each individual bill, delete all fields in "expense" and re-enter it as "item"

 

Thank you

Yana

Level 2

Edit multiple Account transactions

I forgot to mention that I am using Quickbook Desktop Pro 2020.

QuickBooks Team

Edit multiple Account transactions

Thanks for following this thread, @YanaSletten

 

While we're unable to edit transactions at once, we'll have to open each transaction and delete the information entered on the Expense tab and enter the items on the Items tab. Let me show you how: 

 

To delete an expense

  1. From the Vendors menu, select the Vendor Center.
  2. Choose a Customer, then select a transaction.
  3. In the Manage Transactions drop-down, click Edit Selected Transaction.
  4. Select the Delete drop-down, then select Delete
  5. Choose OK to confirm that you want to delete the transaction.

 

To re-create a bill and enter it as an item

  1. Select the New Transactions drop-down list, 
  2. Choose Enter Bills.
  3. Go to the Items tab, then select type in the Item drop-down list. 
  4. Enter all necessary information in the fields.
  5. Hit Save and close.

 

For future reference, read through this article: Add, edit, and delete items. It includes answers to commonly asked questions about items in QuickBooks Desktop. 

 

Let me know if you have additional questions. We're always delighted to help. 

Level 15

Edit multiple Account transactions

@YanaSletten 

You may need a 3rd party app to speed up your works.

Level 1

Edit multiple Account transactions

I cannot follow directions provided previously as they don't seem to apply to the QB version I am using.

QuickBooks Team

Edit multiple Account transactions

Hi there, @LadyAnna.

 

I'd be glad to help you re-categorize your transactions by batch in QuickBooks Desktop and QuickBooks Online.

 

If you're referring to QuickBooks Online version about re-categorizing your transactions. I'll show you the steps below.

 

Here's how to do that for the transactions found in the Banking page:

 

  1. Navigate to the Transactions menu and choose Banking.
  2. Select your bank account and click the Categorized tab.
  3. Click on the affected transactions and click the Undo button.
  4. Go to the For Review tab and tick the boxes beside the transactions that should have the same category. 
  5. Click on the Update button, a pop-up window will appear to assign the transaction type, category, payee, or the location.
  6. Select Apply and Accept or Apply.


I've added some screenshots below for your additional reference.

 

 

Here are the steps if you're referring to the Expenses in QuickBooks Online:

  1. Go to the Expenses menu and tick the transactions that weren't categorized.
  2. Click the Batch action button and select Categorize selected.
  3. Select Apply. You can also refer to the screenshot below for your reference.

 

For more information about editing expense transactions, you can review this article: Enter, edit, or delete expenses in QuickBooks Online.

 

However, if you're referring to the QuickBooks Desktop, the option to re-categorize the transactions by batch is unavailable. As a workaround, you can change the payees and accounts manually before adding them to the register. To learn more about this process, you can check out this article: Add and match Bank Feed transactions in QuickBooks Desktop.

 

I've also added these articles you can refer when you're ready to reconcile:

 

 

You can always tag my name in the comment section below if you need further assistance with QuickBooks. I'd be happy to help. Take care and have a wonderful day.

Level 1

Edit multiple Account transactions

Is there a way to change the payment account on multiple expenses at once? I am working on my profit and loss detail report and noticed that the expenses are categorized incorrectly with Amex or cash on hand instead of how I want them categorized. Is there a way to change multiple expenses by vendor without having to manually change each expense?  

Moderator

Edit multiple Account transactions

Thanks for joining this thread, dianeito.

 

Yes, you can directly change multiple expenses by Vendor through the Expenses tab. Please follow the steps I outlined below:

 

  1. From the left panel, select Expenses.
  2. Click the Filter drop-down menu.
  3. Select the transaction Type, Payee, and Category.
  4. Click Apply.

These steps will pull up the transactions you want to change the account, then click the Batch action menu and select Categorise selected.

 

Keep on posting if you need more help.