QuickBooks Tip: Save Time Using Batch Entry

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Bank Feeds are one of the most common choices for importing data into QuickBooks. This feature automatically imports data from financial institutions, such as bank and credit card companies, into QuickBooks and allows users to approve postings to the general ledger without inputting transactions one by one.  But what happens when you encounter problems with bank feeds that cannot be resolved? 

For example:

  • Your bank’s servers may be down, the bank may not allow bank feeds, or you may have an inactive bank account that is no longer available for online banking.
  • Your internet connection is temporarily down or you don’t have internet access where you are.
  • There are issues with accounts in your company’s files, downloads, or import format.

At times like this, QuickBooks’ “Batch Enter Transactions” feature may be a viable alternative that can save your business valuable time entering and reconciling data. 

How it works

With the Batch Enter Transactions feature, you can input data more efficiently by entering multiple transactions at once. QuickBooks allows you to enter 1,000+ transactions in batches on a screen designed for power data entry by copying and pasting from Excel before saving the information all at once.

The feature can be fast and efficient. You can take 12 months of bank transaction data with hundreds or thousands of transactions, clean them up in Excel, and then copy and paste the data into QuickBooks.

You can use Batch Enter Transactions when adding transactions like checks, deposits, credit card charges or credits, bills and bill credits, and invoices and credit memos to QuickBooks data files.

4 Steps for using Batch Enter Transactions

Follow these steps in QuickBooks Desktop Accountant versions to use QuickBooks’ Batch Enter Transactions feature:

  1. Launch Batch Enter Transactions from the Accountant Center or the Accountant menu.
  2. Select the desired transaction type and account.
  3. Copy Excel data to the clipboard and paste into the Enter Batch Transactions dialog box.
    • Caution: Make sure your data columns in the Batch Enter Transactions dialog window match the data cells you copy in Excel. You can display the data columns as desired and rearrange their order by clicking on the Customize Columns button on the right data in the Batch Enter Transactions dialog window.
    • Note: Any payee or account that doesn’t match data in QuickBooks will be displayed in red. Click on the payee or account, and QuickBooks will provide the option of adding it to your QuickBooks file.
  1. Click the Save Transactions button, and QuickBooks will notify you of the number and type of transactions saved to your file.

If you’re a QuickBooks Online user, you also have the option to import bank transactions from Excel files

Contact me or another Kaufman Rossin QuickBooks ProAdvisor for help with entering transactions into QuickBooks using Batch Enter Transactions.

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Christie Doura is a tax supervisor and a Certified QuickBooks ProAdvisor in Kaufman Rossin’s Miami, Florida office. Kaufman Rossin is one of the top CPA firms in the U.S. and offers QuickBooks training, accounting and consulting services for businesses in a variety of industries. Christie can be reached at cdoura@kaufmanrossin.com.

 

 

 

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