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Pward1011
March 6, 2025
Question

Uploading Checks

  • March 6, 2025
  • 2 replies
  • 0 views

Hi! I have a client that owns a restaurant and still hand writes all of their check payments to vendors. I am linked to their bank, however it's a small credit union that combines their main account and payroll account together on the statements.  The checks written do not show the vendor and the majority of electronic payments do not match up to QuickBooks vendors.  Currently, I download the bank statement, convert it to excel, go into the bank and view the checks one-by-one, then manually enter all of the vendor names after looking each one up.  I have a formula that matches the vendor name and enters the QB account into the spreadsheet.  Lastly, I do a bulk transaction upload.  This takes a very long time.  Does anyone have a suggestion of a more efficient way to do this?  Is there a third party app or anyway for the client to send a picture of the check and QB will upload and record it?  I appreciate any suggestions! Thanks!     

2 replies

E
EvethC
March 6, 2025

I appreciate your diligence in recording transactions in QuickBooks Desktop (QBDT), @Pward1011. I recognize that manual data entry can be time-consuming. For more efficiency, you can directly upload transactions into the system. Allow me to guide you through this procedure to help you save time.

 

To expedite uploading transactions in QBDT, consider downloading your bank transactions and preparing them to use an IIF rather than a CSV file. This approach allows for more efficiency in exporting, importing, and editing IIF files directly in QuickBooks than manual entry.

 

Here's how to import your IIF files:

 

  1. Go to the File menu, select Utilities then Import then IIF Files.
  2. Select Import IIF.
  3. Locate the file, then select OK.
  4. Note: We don't recommend the option Import it for me. I'll fix it later. Since this option bypasses data review, some of the info may not be correct or complete for your books. It also requires that you switch to a single user.
  5. Once the import is successful, you'll see the number of lists and transactions imported. Press Done.

 

If you're looking for a third-party app compatible with QuickBooks Desktop (QBDT), you can search on Google for options. QBDT also has a mobile app that lets you upload checks by taking a photo for automatic processing. If you use QuickBooks Desktop Plus, Accountant, or Enterprise, your receipt information will be matched with existing transactions for your review and approval.

 

Refer to this resource for step-by-step instructions in uploading your receipts in QBDT: Upload receipts to QuickBooks Desktop Plus, Accountant, or Enterprise.

 

Additionally, to further automate your process, consider setting up rules to categorize transactions for frequent expenses such as supplies or other business costs. Here is an article that guides you through creating rules in QBDT: Create rules to categorize transactions in QuickBooks Desktop.

 

If you require additional assistance recording bulk transactions or have any other questions, please don't hesitate to contact us. We're here to support you in your accounting experience to be as smooth and efficient as possible.

    P
    Pward1011Author
    March 7, 2025

    Thank you, that was very helpful!

    J
    JaneDave_I
    March 7, 2025

    We're thrilled that @EvethC's advice proved useful in resolving your issues, @Pward1011. The Community takes great satisfaction in offering support and helping to optimize your business operations.

     

    If you find yourself facing any additional questions or needing help with uploading checks, please feel free to return to this conversation. Remember, our Community stands ready to assist you at any time, so don't hesitate to reach out when you need us.

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