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NanaBeach
October 20, 2024
Question

Import expense to a vendor account before the payment process

  • October 20, 2024
  • 1 reply
  • 0 views

We are a resident association (501-c-7)in a retirement community. We use QB Online to mange our finances.  Once a year, we give thank-you checks to about 400 members of our staff.  We want to produce these checks in QBO.  But we don’t want to manually enter each payment to our staff - “vendors”, for our purposes.
We know how to upload vendor names.  But I have been unable to determine if there is a way to upload the gift amount each year via a CSV/Excel file. At a high level, we need to import vendor invoices that we would then pay with the QBO auto check writing process.

 

is there a way to do this? Thanks for any help you can offer to these aging hands!

1 reply

S
ShangY
October 20, 2024

We have an alternative way to upload the thank-you checks using a CSV file, @NanaBeach. Just head over to the Banking page, where you can enter various transactions and import them as well. Let me walk you through the steps on how to do this in QuickBooks Online (QBO).

Here's how:

 

  1. From the Transactions tab, choose Banking.
  2. In the Link account drop-down menu, pick Upload from file.



  3. Click the Drag and drop or select files button.



  4. Choose the CSV file and click Open.
  5. In the QuickBooks account dropdown, select the account you wish to upload the transactions into.
  6. Follow the onscreen instructions to match the columns on the file with the appropriate fields in QuickBooks.
  7. Select the transactions, then click Yes.
  8. Finally, click Let's go.

 

Afterwards, you can categorize to allocate them to their appropriate account. Here's an article to guide you: Review downloaded bank and credit card transaction.

Please keep me informed if you need further guidance on uploading checks or other transactions in QuickBooks. I'm happy to help and ensure you receive the support that you need.

N
NanaBeachAuthor
October 20, 2024

Thanks for your reply.  However, the transactions are not coming from our bank account. We create a spreadsheet with the 400+ names and the unique dollar amount for each name. These payments are gifts to the staff who take care of us in our community. We decide the amount for each person.  

 

Our spreadsheet contains first name, last name, dollar amount.  We want to import that transaction file into QBO so that we may then use the payment process to print the 400+ checks.  

Is that clearer?

S
SheandL
October 20, 2024

Thanks for getting back to us with clearer information, Nana. The importation of your expense spreadsheet file is exclusively available in QuickBooks Online Advanced. If you're not using this version, consider importing this data in a CSV file using a journal entry. With that, allow me to help you in accomplishing both processes ensuring that you can successfully bring this transaction into our software.

 

QuickBooks Advanced subscription includes numerous features and benefits designed to assist with your accounting requirements. If you are subscribed to this plan, you can successfully import your expenses using the Batch transaction feature. Let me walk you through the steps in completing this process.

 

  1. Open your QuickBooks account.
  2. Head to the + New button, then select Batch transactions.
  3. From there, click on the Import CSV to upload your spreadsheet file.
  4. Ensure that your file details are mapped to the correct column heading to avoid errors when importing. Also, consider downloading the sample file provided to map your details.
  5. Once done, you've checked that information from Map your column headings window is correct, click Next.
  6. Afterward, go tot the Save button.

 

Moreover, if you're not using the Advanced version, you can use a journal entry to complete this. This approach allows you to group your expense transactions into a single entry, which speeds up the import process and

enables you to print your checks seamlessly.

 

Before we proceed, please ensure that your debit entry is recorded under an expense account and that your credit entry is applied to Accounts Payable. With that, let's go ahead and import these transactions to QuickBooks.

 

  1. Open your QuickBooks account.
  2. Head to the Gear icon, then select Import data under Tools.
  3. From the What do you want to import? dropdown, select Journal entries, then Import.
  4. Choose Upload a file to import data tile, then Upload.
  5. Prepare your spreadsheet file. Also, you may consider downloading the sample CSV to map the data correctly.
  6. Go to Browse, then find your spreadsheet file, and click Next.
  7. After that, map your column headings correctly, then click Next. This process will ensure that you can seamlessly upload your journal entry.
  8. Once done, click Import.

 

Moreover, I'll include this article you can check to view all the payments made to a vendor in QuickBooks: Run a report with vendor totals in QuickBooks Online. 

 

I'll be around if you have other concerns about importing data to our system. Just click the Reply button and we'll help you with your concern. 

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