You can bulk import checks from text files or Excel spreadsheets directly into QuickBooks Online using SaasAnt Transactions (Online) software.
Pre Requisites:
Connect your QuickBooks Online account to SaasAnt Transactions (Online) App from QuickBooks AppStore by clicking the "Get App Now" button and get the 30 days free trial [No credit card required].
Steps to Import Checks into QuickBooks Online:
To import bulk/batch checks into QuickBooks Online using the SaasAnt Transactions (Online) application, follow the steps below
Click on the "Upload File" Menu and upload your file.
Step 1: Select your file and spreadsheet which has the checks that you want to import
Step 2: Select the QuickBooks entity as Checks
Step 3: Set up the mapping of the columns in your checks import file to the corresponding fields in QuickBooks (Refer below Section)
Step 4: Click Import and your checks will be directly added to your QuickBooks company
The important step in the import is to map your file headers to the QuickBooks field in Step 3 of the import. Some key steps below:
- You need to map your file headers to "SaasAnt Transactions (Online)" fields. This mapping will enable us to import your transactions properly in to QuickBooks company.
- In the mapping screen, we have the "Preview Mapping" button which can help you to visualize your current mappings as per the QuickBooks screen with your file headers.
- Please refer basics of field mappings for more info. If you have any confusion or doubts, feel free to drop an email to [email protected].
How to Import Checks into QuickBooks Online (New User Interface 2.0)
1) Login into SaasAnt Transaction Online
2) Select the New Import Tab.
3) Select Transaction, List, or Attachment to upload your file into QuickBooks.
4) Select the QuickBooks entity as "Checks".
5) Select the files you want to upload.
6) Set up the Mapping of the columns in your Checks.
7) Select the "Preview Mapping" button to visualize current mapping based on QuickBooks.
8) Select the "Review" button to view the mapped Excel data according to the QuickBooks file headers.
9) Select the Upload tab.
10) The data was imported successfully into Quickbooks.
Let’s have a look at the SaasAnt Transactions Online Fields.
SaasAnt Transactions (On) Fields
| Field Name | Format | Description |
|---|---|---|
| Check No | 21 Characters | Reference number for the transaction. |
| Payee | Characters | Name of the Vendor / Customer / Employee for this transaction. |
| Account | Characters | Name of the Bank Account / Credit Card Account/ Cash Account for this transaction. |
| Payment Date | Date | The date entered by the user when this transaction occurred. |
| Mailing Address Line 1 | 500 Characters | First line of the address. |
| Mailing Address Line 2 | 500 Characters | Second line of the address. |
| Mailing Address Line 3 | 500 Characters | Third line of the address. |
| Mailing Address City | 255 Characters | City name. |
| Mailing Address Postal Code | 31 Characters | Postal code (zip code for USA and Canada). |
| Mailing Address Country | 255 Characters | Country name. |
| Mailing Address State | 255 Characters | Region within a country. |
| Memo | 4000 Characters | The Note about the Bill Transaction. |
| Category Account | Characters | Reference to the Expense Account Name associated with the billing. |
| Category Description | 4000 Characters | Free form text description of the Expense. |
| Category Line Amount | Decimal | The amount of the line item. |
| Category Billable Status | Boolean | The billable status of the Expense. TRUE if Billable, FALSE if Not Billable. |
| Category Markup Percent | Decimal | The Markup value in Percentage for the Expense. |
| Category Customer | Characters | Reference to the Customer associated with the Expense. |
| Category Class | Characters | Reference to the Class for the Expense. |
| Category Taxable | Boolean | Apply the tax if it is TRUE. |
| Line Item or Product/Service | Characters | Reference to the Item. |
| Line Item Description or Product/Service Description | 4000 Characters | Description of the Item. It will be populated from Item description entered in QuickBooks Online. |
| Line Item Quantity or Product/Service Quantity | Decimal | The Quantity of the Item. |
| Line Item Rate or Product/Service Rate | Decimal | The Unit price of the Item. |
| Line Item Amount or Product/Service Amount | Decimal | The Total Amount of the Item. Not required if Line Item Quantity & Line Item Rate are present. |
| Line Item Billable Status or Product/Service Billable Status | Boolean | The billable status of the Expense. TRUE if Billable, FALSE if Not Billable. |
| Line Item Taxable or Product/Service Taxable | Boolean | Apply the tax if it is TRUE. |
| Print Status | Characters | Complete /PrintComplete/Paid/done if check is paid TRUE to enable "To be printed" |
| Line Item Markup Percent or Product/Service Markup Percent | Decimal | The Markup value in Percentage for the Item. |
| Line Item Customer or Billable Customer:Product/Service | Characters | The Customer name for the Item. |
| Line Item Class or Product/Service Class | Characters | The Class name for the Item. |
| Location | Characters | The Location of the transaction. |
| Currency Code | Characters | The Currency Code for this transaction. |
| Exchange Rate | Decimal | The Exchange Rate of the given currency against the home currency. |
Possible Failures & Troubleshooting Tips
The given Currency is different than the default currency of the vendor. Please refer the Vendor's Currency in QuickBooks & update the same currency in Currency Field. It is possible that Multi Currency feature in QuickBooks could be disabled. Please enable the feature.
Please provide at least one Item Line details or Expense Account Line Details to process.
Please provide the valid (Non Negative) amounts in Line Item Amount and Expense Amount.
Please provide valid name in Product Field. You might have disabled "Auto Create List Entities" Feature in Import Settings. By enabling this feature, QuickBooks will automatically create the product for the transaction.
There is an another Expense has the same reference number. Please use the another reference number.
You have disabled "Assign Transaction Numbers from file" in Import Settings. By enabling this feature, QuickBooks will automatically assign numbers for the transaction.
Please provide valid Expense account name in "Account" field.
Please provide valid Expense account name in "Account" field.
The Line Item amount is missing for the particular line item.
The Line Item amount is missing for the particular line item.
If you have provided Shipping Address or Currency, then please make sure you have enabled "Shipping & Multi-Currency" feature in QuickBooks Online.
Billable Customer or Expense feature is not available for your QuickBooks Online Subscription. Please remove the values in Billable Fields (Expense Billable, Line Item Billable)
There is no match found for given Customer Name.
Please enable "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.
There is no match found for given Vendor Name.
Please enable "Auto Creation of List Entities (Vendor, Customer)" feature in import settings to create the customer automatically.
If the currency field has some value,Please enable Multi Currency feature in QuickBooks .
Please assign the Expense Account for Product / Service "XXXXX" in your QuickBooks Online.
Please enable the below features in your QuickBooks Online.
- Track expenses and items by customer
- Make expenses and items billable
Please find the Check template attached for your reference: