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QuickBooks 2013 Batch Enter Transactions

September 18, 2012 | By | 26 Replies More

Here’s an “efficiency” improvement added to the Accountant versions of QuickBooks (QuickBooks Accountant 2013 and QuickBooks Enterprise Solutions Accountant V13.0). The ability to enter a batch of transactions for checks, deposits, and credit card charges. If you want to enter a large number of these transactions quickly (perhaps from a spreadsheet) this feature could save you time.

Access this feature by selecting Accountant in the menu bar, then Batch Enter Transactions. You can select the transaction type and account to work with (credit card accounts will be listed if you select the credit card transaction type). Note that this is also available in QuickBooks Professional Bookkeeper in the Bookkeeper menu.

Batch Enter Transactions

As you start entering the transactions the system will automatically increment the number (check number, in this example) for you. It is nice to note that Intuit is supporting the standard keyboard shortcuts for dates in the date field.

Batch Entering QuickBooks Checks

You can also paste information into this form from Excel, but it is important to get the columns in the right order and containing the correct information for this to work smoothly. Also, make sure you have clicked on the first column in the form before you do the paste, to get it to align correctly.

Information like “Payee” is going to have to be spelled correctly. That makes sense, you can’t expect to paste in “Slater” and expect it to be accepted for “Sleeter”.

For “Account”, even though I have account numbers showing in the window in my example, you can just use the account name without the number.

If there is an error, or a field left blank that QuickBooks fills in for you, it will be highlighted in red.

Batch Enter features

As with the Add/Edit Multiple List feature, there are a number of functions available to aid entry. Right click on a cell to see a popup menu – you’ll find the useful copy down, duplicate row and clear column functions (and more).

When you are are done entering data, click the Save Transactions button. The transactions are saved (if there are no errors) and you can find them in the appropriate register or transaction window.

The screen shots above show you the default selections of columns for a check. You can also customize this to show more columns. Here’s a compressed view of the check entry with all of the available columns added. Note that you can use items in place of an account.

Batch Entry of Check with Options

Here’s the check that is created, and as you can see it properly puts the “item” on the items tab.

Check created by Batch Enter

You can enter multiple lines (or “splits”) for the transaction by clicking on the Split button (or using ctrl-S).

Batch Enter with Split

Bugs? Sigh, Yes.

Yes, this is the R1 release, and I’m resigned to finding that there may be bugs. The key issue will be how many of these problems get fixed in the early updates, which we know are on the way soon.

At this point I have only found one bug, and for some people it might not be too bad. You do have some degree of control over this, I think.

I’m pasting a check from an Excel spreadsheet. You’ll notice in my screen shots that each time I paste it there are some small differences in the data – that is because I was trying different variables to try to pin this bug down. The variations in the data I used don’t affect the results.

Here’s my test post, a simple check with a check number.

Test Data

I save this transaction, then go to the Write Checks window. Note that the Print Later box is checked, but my check number came through from the batch transaction.

Check result 1

Now, here is another check that I created later in a different set of data, posted again through the Batch feature. In this case, note that the Print Later box is NOT checked.

image

Third set of data, similar Batch entry. This time note that the Print Later box IS checked but the Check Number is “To Print”.

In the Batch Enter Transactions window I don’t see a way to control if the Print Later box is checked. Also, in each case, I entered a check number that should have carried through to the saved check. What is going on here?

As near as I can tell from a quick test, what happens in these two fields depends on the state of the last check written to this checking account. That is, if I create and save a check in the Write Checks window and save it with Print Later marked, then the imported checks will be marked Print Later. If I don’t have it marked, the imported checks will not have it marked. There is a similar interaction with the check number.

We need to be able to control this. If I’m entering a batch of checks that were already written, I need the Print Later box to not be checked. If I’m entering manual checks I need to have my manual check numbers carry into the transaction.

I guess the good news here is that I have some control over this by going into the Write Check window and saving a check the way I want it to be saved, then doing my batch import. However, we need better control over this.

My Conclusion

I like this feature and from my initial testing it seems to work very cleanly OTHER than the problem I reported, which I hope will be fixed in an upcoming release. I can see many situations where an accounting professional can use this when working with client files. It can save a LOT of time and effort when doing bulk imports.

If you have a situation where you want to quickly enter information from a handwritten list, or paste in transactions from an Excel spreadsheet without having to purchase an add-on like the Transaction Pro Importer, this could be a useful feature.

Want to see QuickBooks 2013 in action? Join us for a FREE Webinar on September 28th, What’s New in QuickBooks 2013, presented by Doug Sleeter and Charlie Russell

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Category: QuickBooks Tips/Tricks, Software Updates

About the Author ()

Charlie Russell is the founder of CCRSoftware. He's been involved with the small business software industry since the mid 70's, and remembers releasing his first commercial accounting software product when you had a one-floppy disk drive system, loading the program from one floppy and then replacing that with the other floppy to hold the data. He has a special interest in inventory and manufacturing software for small businesses. Charlie is a Certified Advanced QuickBooks ProAdvisor with additional certifications for QuickBooks Online and QuickBooks Enterprise. He also is a Xero Certified Partner. Visit his CCRSoftware web site for information about his QuickBooks add-on products. Charlie can be reached at charlie.russell@sleeter.com He is also the author of the California Wildflower Hikes blog Connect with Charlie at Google

Comments (26)

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  1. Thank you for the review. I didn’t notice importing with a class code. Under “customize column” is a class code available for batch entry?

  2. William Murphy says:

    You must have had this ‘loaded’ and ready to go out before today’s Webinar started.

    I especially enjoyed my first question, “Has Charlie and Murph ever even been in the same room together”. Don’t know if you saw my reply:

    “There isn’t enough Oxygen in the air to support us both….”

    Another great article about what I think will be one of the best new features of the year.

    But I had one serious question about this feture, is multi-currency supported in this, have you done any testing on that?

    • Murph, I had 13 articles “loaded” and ready to go by the 10th. So at least another week’s worth all lined up.

      I didn’t see the chat room exchange you referenced, but I have to say that it was the first time I’ve ever heard your voice clearly.

      I have not tested with multiple currencies. I would expect that this would just work in the base currency, but that is an assumption. Feel free to try it out.

  3. I think this is a great new feature. It would be nice if they make other types of transactions available in Batch Entry – invoices, bills, etc. Also, I get frustrated when I can’t use these Accountants features on directly on clients’ QB files. I found out recently, for example, that I could do batch transaction reclassifications in a clients QB Pro file, but only temporarily. When I set up as an external accountant user and went to Client Review, and slelected Reclassify Transactions, I was informed it was only available in QB Accountant, but I could try it out 5 times in the clients file (to entice an pgrade to Accountant Version). It would be great that, if we do own QB Accountant, we could us these features in a clients QB file (without having to get a copy of a huge file, make the changes and return the file to the client).

  4. Wayne says:

    Thanks for calling my attention to the Split button – not sure how I missed it.

    One warning to all: Make SURE the correct bank account is selected at the top, or it is easy to import lots of transactions where you don’t want them; fortunately, I was in a test file :-).

  5. Cherry Oatley says:

    Can this feature process batch invoicing?

  6. Susan Bland says:

    Hi Charlies:

    I just “toggled” to QuickBooks Pro 2013 and have the ability to use the batch transaction there. Is this only available because I toggled from the Accountant version? This feature would really help some of my clients, but I don’t want to get their hopes up! Thanks,

    Susan

    • Susan, when you “toggle” out of Accountant, how do you access this feature? It is listed in the “Accountant” menu, and that menu doesn’t show if you toggle to another edition. I’m not finding a link to it anywhere else?

      • Susan Bland says:

        Charlie, it’s listed under the “customize shortcuts”. When I added this “shortcut” to my client’s toolbar it works. I just wanted to make sure that it is a feature of QuickBooks Pro and not just available because I “toggled” from my Accountant edition.

        • Susan, if this feature showed there, then it means that you added it to the icon bar yourself. That works if you start with an “Accountant” edition and toggle to Pro – but your client can’t do that. They start off with Pro, so they can’t get the feature to show in the first place.

  7. Diane Offutt says:

    Another great article Charlie. I too would like to know if Intuit will give our clients who are mostly using QB Pro this feature. It would sure help them.

    For now I will bring MY laptop on location and load a client backup and show them the features. They may or may not spring for the additional costs of an upgrade from Pro to Accountant version.

    Maybe if we all write to Intuit and ask for the feature in Pro….they might do this? Just a thought. :)

    Diane Offutt, Enrolled Agent, MAcc
    Woodstock, GA 30189

  8. Hadassah says:

    Charlie,Like always Thankkkkk So Muchhhh.Your time is alway apreciated it.Thank you for the review,valuable info.Great thing coming.ThankS again

  9. Gina Palacio says:

    I agree with the others – it would be great if this was a standard feature, like the multiple list editing function as it has great potential. As it is, I could definitely see myself using this for the massive entry involved for an initial client set up or a new client that is seriously behind in their transaction history.

    It definitely would also be nice if there was some basic A/R mass entry function available – although I agree it would be a little more complicated to orchestrate, so I’m not holding my breath.

  10. Marcia Lorraine says:

    Another “bug” is in the preferences. I had a company file set to recall last transaction for this name and when I cut and paste from Excel it was changing the amount of the transaction as I was editing the name to match my vendor list. Reported to Intuit.

  11. Nat Lorow says:

    Is there a method to bulk enter pay checks via hours without having to open each employee’s screen individually? Thanks in advance, Nat

  12. Lisa says:

    Our “bookkeeper” hasn’t added a check to quickbooks in over a year. I just downloaded 1000 or more transactions from our bank account. Is there any easy way of categorizing these and adding them quickly?

  13. rushdi says:

    hi – im using the pro version and unable to find the batch upload feature.. does this come from another variation to the same product?

    • As I noted in the opening paragraph, this is only available in QuickBooks Accountant and QuickBooks Enterprise Accountant. Not in Pro, not in the regular (non-accountant) versions of Premier and Enterprise. Sorry!

  14. Brett says:

    Just started using this feature. Amazing! People should just buy the Accountant edition just for this time saver.

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