How to import credit card transactions from Excel CSV file to QuickBooks Online (QBO)

QuickBooks Online allows users to import their credit card transactions via Excel CSV (comma-separated values) files. It will allow importing date, description and amount columns. For the amount, you can use 1-Column field or 2-Column fields. It is recommended to use Debit and Credit with two columns excel file format to import. QBO will not allow mapping additional columns, for example, billable to customer, class, and location.

QBO uses the same “Map CSV columns” fields format for importing both bank account as well as credit card account. It’s a bit confusing for importing credit card liability type account. It could be ended up importing the wrong way. For bank checking account import, you will need to use opposite fields selection of credit card import. Like for example, the expenses were imported as payments and vice versa. See below instructions on how to correct if that happens.

Here is recommended Excel CSV template format:
Debit = Expense
Credit = Payment

 

To import a CSV file (see below for screenshots):

    • From the left dashboard, select Banking.
    • Select File upload at the top right corner.
    • Click Browse and Select the “.CSV file” to upload from your computer.
    • Click Next.
    • From the QuickBooks Account drop-down, select the credit card account to which to import.
    • Click Next.
    • Map your fields according to your CSV file’s format.
    • Under Amount, Select 2 Column radio-button.
    • For Debit Column 3, Select Expense and for Credit Column 4, Select Payment.
    • Click Next.
    • Select the transactions to import.
    • Click Next.
    • You will receive a notification, stating the number of transactions that will be imported.
    • Click Yes.
    • When you get confirmation of the import, click Finish.

     

    You will now be directed to the Downloaded Transactions window under Banking, where the imported transactions will appear under the “For Review” tab. You will now need to review account category and appropriate payee and add the transaction to QuickBooks.

     


     

    How to delete the transaction imported from bank feed if they were imported wrong way?
    Like for example, the expenses were imported as payments.

    You will first need to exclude and then delete all the transactions.

    To exclude a transaction or multiple transactions:

    • Choose Banking on the left dashboard.
    • You’ll see the For Review tab, click the checkboxes to the left of the date for the transactions you want to exclude.
    • Once you’re done, click the Batch Actions drop-down arrow and select Exclude Selected.
    • The transactions move to the Excluded tab.

    To permanently delete unwanted downloaded banking transactions from “Excluded” section of the banking center

    • From the Excluded tab, go to “Batch actions” and choose to pull down arrow and select DELETE. That will permanently delete downloaded transactions.

    Screenshots of CSV file upload:



     


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My bank balance is different than actual balance in QuickBooks register

QuickBooks Online – My bank balance is different than actual balance in QuickBooks register.

Different balance, why?
1. Outstanding checks
2. Deposits in transit
3. New Transactions for connected account
4. Duplicate transactions
5. Editing or deleting transactions
6. Beginning balance





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I have already received payments in QBO from multiple customers. How to make them match with a single deposit I see in my bank feed.

You’ve two ways to match with bank feed deposit.

1) Match it directly from the bank feed downloaded transactions.

Select a row for deposit in question. The row expands to show you “Find other matching transactions” button. Once you click this button, you will see a long list of possible match transactions. To easily locate your deposits, change payment date as you’ve recorded. Select payments (type = payment) to match with bank feed deposit amount. Make sure difference is zero. Save. Done.

find other matching transactions1
find other matching transactions1

2) Manual. This will take few steps, but you will see green MATCH sign once done.
a) Go back to “Receive Payment” (create+ sign > customer > receive payment > upper left corner clock, locate payment) screen for customer payment you’ve already recorded and change Deposit to: “Undeposited Funds” instead of a bank account. Do the same for other customer payments that you want to match to a batch deposit.
b) Bank Deposit (create + sign > other > bank deposit) – check existing payments from the list to match batch bank deposit. Make sure to check correct bank account if you’ve multiple bank accounts. Save. Done. Save and Close.
c) Go back to banking center (bank feed) and now you should see green Match sign for that deposit. Click Match. It should disappear from the list.

Note: #2 is recommended process in QBO if you’ve merchant card payments or use bank deposit slip from depositing checks from various customers.

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I just did a batch action from the banking center and added all expenses to the same category. How do I undo that action?

Using batch action in bank feed, you moved banking transactions from “New Transactions” tab to “In QuickBooks” column area.

In order to “Undo” transactions, go to “In QuickBooks” column and select items from the list to move it back to new transactions tab > select Batch actions > choose UNDO.

That will bring it back to “New Transactions” tab again.

undo batch action
undo batch action

 


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How do I permanently delete “Excluded” transactions in bank feeds?

 

You can permanently delete bank downloaded transactions in QBO now.

In order to permanently delete a bank downloaded transaction (or multiple transactions) from the banking center, you will first need to move it from “New Transactions” tab to “Excluded” tab.

To move from “New Transactions” tab to “Excluded” tab:

  • From the home page screen > Go to the left navigation bar
  • Click Transactions
  • Select Banking. You’ll see the “NewTransactions” tab, click the checkboxes to the left of the date for the transactions you want to exclude.
  • Once you’re done, click the “Batch Actions” drop-down arrow and select “Exclude Selected.”The transactions move to the “Excluded” tab.

excluded

You can now permanently delete from “Excluded” tab.

To permanently delete-excluded bank transactions.

  • From the home page screen > Go to the left navigation bar
  • Select Transactions
  • Select Banking
  • Select “Excluded” tab
  • Select Batch actions (drop-down arrow)
  • Select Delete
  • You can select to delete a transaction or multiple transactions

Screenshot 2015-09-10 08.55.15


How to permanently delete bank downloaded transactions in bank feeds


 
helpful videos

How do I match transactions when bank feed deposits (from Stripe) are net and not gross

This is what you need to do!
First, when you create sales receipt or invoice > choose deposit to “Undeposited Funds” account, not bank account.

(I am giving lengthy steps, but it moves real fast)

Let us start from your banking center.

Find the deposit amount you want to match.

Highlight and click once. Transaction screen will expand.

Look for “Find Match” or “Find other match transactions.”

It will take you “Deposit” screen.

Select transactions to match (check customer payments). You are still looking at the gross level payments.

Getting closer, next step is where you make adjustments for Stripe fees.

Pull down “resolve difference” arrow and select “Add New Transaction.”

Select “Add New Transaction” and screen with expand with “Add New Transaction” section

You will also notice resolve difference amount which should be the same amount as Stripe Fees.

Go to “Add New Transaction” section

This is where you will enter Stripe fees.

Select account category (most likely merchant service fee expense account)

Enter negative amount for fees (same as resolve difference amount. example for ten bucks -10.00).

Save. Screen will disappear and it is posted to QuickBooks.

Back to banking center again!

If this does not work (because it was downloaded as bank transfer type), you will need to take manual route.

Bank Deposit (create + sign > other > bank deposit) > check payments > add fees to new transaction section as a negative amount. Same steps above.

Go back to banking center > now you should see green match sign > select match > done.

Click on the screenshots below to enlarge them
1receive_payment

2deposit

How to import credit card transactions from Excel CSV (.csv) file into QuickBooks Online?

The short video (below) will show you step-by-step instructions on how to import credit card transactions from Excel CSV file into QBO so that you will not import transactions the wrong way.

Confusion has to do with bank account field and Quickbooks field screen. It is the same field name for bank download as well credit card download. Users are importing a CSV file from credit card company and every transaction ended up being the opposite of what it should be…. expenses listed as credits (spent), credits listed as expenses (received).

Once you have downloaded transactions, there is no way to UNDO or delete downloaded transactions. You will have to move to “EXCLUDED” column and it will stay there forever which is not good.

So, I highly encourage you to watch the entire video. You do not want to miss a step.

import cc csv 1

import cc csv 2

import cc csv 3JPG

import cc csv 4

import cc csv 5

import cc csv 6

import cc csv 7

import cc csv 8.1

import cc csv 8.2

import cc csv 9