many people have asked how can we transfer transactions from QuickBooks desktop to
quickbooks online and what they mean is without overriding and erasing the quickbooks online data
csv files can add transactions without erasing others they're really meant to be used for bank
feeds and the bank feed section they're limited in how much information goes in each transaction use
these tricks and tips to send as much information as possible in each transaction when transferring
from QuickBooks desktop to quickbooks online now i assume you already watch the video on importing
csv files into quickbooks online if not you can pause this video watch the other one and then
come back here our tricks and tips on how to send transactions from desktop to quickbooks
online follow these steps exactly and everything will work fine first export transactions from
the transaction by account from your trial balance well here we are in the QuickBooks desktop version
here's the trial balance and let's imagine this is the bank account that we want to export from
desktop and then import into quickbooks online to get transaction by account you should double
click the money amount and you get this report transaction by account and it has a list of
every transaction that has affected the balance of this particular bank account now this is the
only way to export it to excel without leaving spaces other people might have other ideas like
use the advanced fine or use the custom report feature but none of them will get you all the try
actions without leaving any spaces only by doing it from transaction by account will you have a
spreadsheet with no spaces for the transaction list of your bank account now before you export
you should customize the report to show only three columns date name and amount so let's do
that we go back to the transaction by account that you just double-click from the business checking
and we click customize now let's remove every check mark except name date and amount remove
this remove this scroll that old careful scroll down very slowly leave date but remove number
and adjustment scroll down leave name remove memo remove clear remove split remove everything but
those three now when it comes to debit credit and amount click to remove the debit click to remove
the credit and click on amount and you will see one number amount instead of the debit and credit
column remove balance remove every other column except those three and then when you click OK your
report should look something like this now export to excel ok Excel create new workbook click export
and just wait a moment and all this data on this report from this bank account here we go will be
in Excel now save the excel file as CSV that's the special format that allows you to import
into quickbooks online so we click file save as desktop and i guess we could call it buzz checking
because that the name of the bank account business checking click yes now we didn't really say you
know CSV you got to be careful file save as okay same place buzz checking except we want in order
to save it as CSV after you put the name click the type and go up and find CSV comma separated value
so there's a lot here it is comma delimited delimit ated this one CSV and if you save it
in this format QuickBooks will let you import it into quickbooks online click Save and then
click OK now change the date format on the top of the date format we change the date format to
the top date format now what do I mean by the top date format well if you right click on the column
heading you can format the entire column and when I say the top date format I mean you come over to
this section here in the home ribbon you have this area called number click the corner and click date
so QuickBooks knows this is a date now there are different formats of date but you should choose
the top one let's try it again date make sure the top format on the excel list two digits for
the month two digits for the day and four digits for the year where the forward slash in between is
the format and that's what you choose format the other two columns as general type well that's easy
right click on the column heading for name and then come here and choose general ok right click
on the column on the column heading for amount change the type to general make sure after the
change you click the Save button so you don't lose your changes now make sure there are no
spaces or uneven rows or columns everything has to be smooth or it won't work well what
do I need well look first of all let's get rid of this row number two right click to delete so that
everything is smooth scroll all the way down if you scroll all the way down you can see there's
a little mess on the bottom believe it or not just having this little mess on the bottom will
cause an error message with the wrong arrow take it from someone who has experience I couldn't
believe this was the reason but you should delete it in fact you should clear everything including
the formatting and then again save the file after the changes so now everything is nice
and smooth otherwise it won't work now step number eight make your column headings exactly this post
date description and amount you have to spell it exactly like this with a space in between and
the proper capitalization which means the capital letter beginning every word post date description
and amount so first let's clear everything to make sure it's gone then we click here capital P post
date this grip Chun ooh this one letter wrong and the whole thing won't work this grip shun
with a capital D and then a mount with a capital A and then of course save the changes now your file
is ready to import and now this is what you do when you're in QuickBooks Online match the date
and amount to the columns in the Excel quickbooks online file well we learn from the previous video
to import a CSV file we click banking when you're in your quickbooks online account by the way you
click banking do not click the Update button you will be a prisoner for several minutes click the
pull down arrow and click file upload and you get this window just like we did in the video when we
learned how to import CSV file click browse and I think it was called business checking yes but
business checking CSV click open now in the bottom right click next and now we have to choose which
account in our online QuickBooks account is the business checking account that we are importing
the information into let's choose business checking click Next now QuickBooks suggests
that column 3 is the date and suggest that this is the format and in this case it's correct now
the column 4 description is really column 5 ok even though we know column 5 is the name
we're telling QuickBooks that column 5 is the description well why are we doing that we're
doing that so that QuickBooks will look at the description column and see the name and execute
the rule and of course the amount is column 7 the amount field and then click Next now here
are all the transactions that we're about to import into QuickBooks and online going into
QuickBooks Online and these are the money amounts and they're going into the bank feed Center now
they will not immediately affect your QuickBooks financial records except for the ones that follow
the rules so I have already set up rules that the description column has mark it should have a
certain income account if it has chase that should have a certain expense account if it has ups and
so on so by setting up the rules it's the reason okay well anyway let's just click Next click yes
now you'll see the import is complete now what does that mean it means that some of these that
did not match a rule or here for your review and you can review them and add them in a batch
or add them one by one but some of them are all already recorded into QuickBooks and these three
that are already recorded into QuickBooks are recorded there because this is executing a rule
so if you set up rules to look at this description field and then you use the name as the description
field QuickBooks will see the name and it will automatically put what you want as the name and
as the account because it's executing the rules that you set up before and that's how you do it