Instructions for Batch Entering Transactions in QuickBooks

Instructions for Batch Entering Transactions in QuickBooks

The improved Batch Enter Transactions’ feature in QuickBooks® Accountant 2014 is designed for accounting professionals who want to work more efficiently and profitably when providing write-up services for their clients. It also is good for companies using QuickBooks Enterprise Solutions 14.0 and want to quickly add data to their QuickBooks file. This feature is included with QuickBooks Accountant 2014 and all editions of QuickBooks Enterprise Solutions 14.0 software.

Use Batch Enter Transactions for adding the following transaction types to a QuickBooks data file:

  • Checks
  • Deposits
  • Credit Card Charges or Credits
  • New for 2014! Bills and Bill Credits
  • New for 2014! Invoices and Credit Memos

With Batch Enter Transactions feature you can:

  • Enter transactions in batch on a screen designed for power data entry
  • Paste 1,000+ transactions from Excel and save the information all at once
  • Easily enter after-the-fact transactions into a customizable data entry grid
  • Choose from multiple data fields and which order to display the columns of data

Save hours of time entering multiple transactions, such as those from handwritten documents.

View this feature in action on YouTube or click the box below (note: in some browsers, the YouTube box may not be visible; click on the link to see the video):

Follow these few steps for using the improved Batch Enter Transactions feature:

1. Launch Batch Enter Transactions from the Accountant Center or the Accountant menu. For QuickBooks Enterprise users, you can access the Batch Enter Transactions from Banking, on the menu bar.

2. Select the desired transaction type from checks, deposits, credit card charges, credits, bills and bill credits, invoices and credit memos.

3. Click Customize Columns button on the right to display the columns of data desired and to rearrange the order of the columns.

4. Begin typing data into the Batch Enter Transactions grid for the selected transaction type. For the Write Check or Invoice transaction type, QuickBooks will automatically populate the next incremental transaction number.

5. Optionally, select a specific row, and click the Split button in the lower left. The image       below shows how to enter multiple lines for a single customer invoice.

6. Optionally, copy Excel data to the clipboard (using any common Excel copy functionality include right-clicking and selecting copy or highlighting cells of data and selecting the Ctrl + C on your keyboard).

Caution: Make sure your columns of data in the Batch Enter Transactions dialog window match the cells of data you are copying in Excel. If you are not using account numbering, you will need to type the name of the account exactly as it is in QuickBooks. If the account, name or item is not found in the file you will have the option to add it to the respective list.

7. On the Enter Batch Transactions dialog box, right click with your cursor in the field you want to populate. In the image below, I have selected the top left cell and after selecting Paste from the right click menu, the data from Excel will prefill the grid.

8. For any fields without matching data in QuickBooks, begin typing the proper information for the field. The Customer:Job field displayed in red in the image below is does not exist in the QuickBooks file. Select the file with your cursor and QuickBooks will provide the option of adding it to your QuickBooks file.


Note: In the lower right you can see the total of the transactions to be saved and compare with your original source documents.

9. Click the Save Transactions button and QuickBooks notifies you of the number and type of transactions saved to your QuickBooks file.

A quick review of your accounts receivable register shows the added transactions. If any transactions were incomplete, they will be displayed in the Batch Enter Transactions window for you to complete. The single item displayed below was missing the item on the excel spreadsheet.

Now, wasn’t that easy! Accounting professionals providing write-up work can be more profitable by working more efficiently. QuickBooks Enterprise Solutions 14.0 users can access this same feature for entering batch transactions.