How to import checks into QuickBooks Online with Business Importer

IMPORT

You can with Business Importer.

Import into QuickBooks Online: 5 steps

To import Checks, please, follow 5 simple steps:
1. Sign in into Business Importer and connect it with QuickBooks.
2. Go to Import tab. Upload your Excel file or paste in the DropBox or Google.Drive link. Click on the Next button.

import checks into quickbooks

*Important Notes for your Checks list:

Bank Account – Bank account Required. If new, create an account in your QBO account.

Line: Account – if  this is a new Account in your QBO, create a new Expense account in your QBO account before starting import.

PrintStatus – Valid values: NotSet, NeedToPrint, PrintComplete.

Line: Billable status – Valid values: Billable, NotBillable, HasBeenBilled.

Auto creation of Entity and Type – Entity and Type will be created automatically if you don’t have them in Excel. If you don’t specify the type, automatically will be assigned the following values: Customer, Vendor or Employee.

3. Choose the list in your Excel, which contains Checks you want to import into QuickBooks. Click on the Next button.
4. Select Company (you want to import to) and Entity (Check), and connect Provider’s labels to Your Labels. Press the Next button.

import checks into quickbooks

5. Review if the information is entered correctly and click on the Next button.

import cheques into quickbooks
Your import is in process. Don’t wait until it’s done – you will be notified by e-mail.
See your check import result in your e-mail or in Scheduled import tab.

How-to Guide – How to import checks into QuickBooks online

Here is a small How-to guide that will help you to prepare your Excel properly and create correct mapping:

QuickBooks Field Business Importer Name Description Example
DocNumber Reference number Reference number for the transaction. PUR-001
TxnDate Txn date The date entered by the user when this transaction occurred. Default date format is dd/MM/yyyy. You can change it on Settings page. 09/20/2015
PrivateNote Private note User entered, organization-private note about the transaction.
DepartmentRef Department Location of the transaction, as defined using location tracking in QuickBooks Online. Please, provide only its name.
TxnTaxDetail.TotalTax Total tax Total tax for the transaction. 1524.02
AccountRef Bank account Required. Specifies the account name or number. Check should have bank account, CreditCard should specify credit card account. Please, provide only its name or number. Checking
EntityRef.type Type Specifies the party type with whom an expense is associated. Can be Customer, Vendor, Employee. Customer
EntityRef.name Name Specifies the party with whom an expense is associated. Please, provide only its name. Cool Cars
TxnSource Txn source Used internally to specify originating source of a credit card transaction.
PaymentMethodRef Payment method Name of Payment method
GlobalTaxCalculation Global tax calculation Method in which tax is applied. Allowed values are: TaxExcluded, TaxInclusive, and NotApplicable. TaxExcluded
PrintStatus Print status PrintStatus is applicable only for Check. Ignored for CreditCardcharge or refund.
Valid values: NotSet, NeedToPrint, PrintComplete.
NeedToPrint
Line Line: Description Free form text description of the line item that appears in the printed record. Maximum of 4000 characters.
Line: Amount The amount of the line item. 1234.50
Line: Customer Name of the Customer associated with the expense. Please, provide only its name.
Line: Class Reference to the Class associated with the expense. Please, provide only its name.
Line: Account Name of the Expense account associated with the service/non-sellable-item billing. Please, provide only its name or number.
Line: Billable status The billable status of the expense. Valid values: Billable, NotBillable, HasBeenBilled Billable
Line: Tax code The TaxCodeassociated with the sales tax for the expense. Please, provide only its name.
Line: Tax amount Sales tax paid as part of the expense. 1251.02

Check import results

There are 5 types of import results.

errors

Errors in check import

The most common errors and ways to solve them.
There are 7 most common errors made by our clients when they import checks into QuickBooks online. To prevent this happening, we have reviewed all of them and given solutions below.

Problem Error occurs Solution Correct example
Wrong date format is used. WARNING Error parsing date 01-14-2015. : Expected format currently MM/dd/yyyy, but you can change it on your profile page. Change date format to MM/dd/yyyy. 01/14/2015
You haven’t got an account (Bank Account) with this name in your QuickBooks Online account. ERROR Purchase CHK-001: CP: Account with Name = “BI Bank” is not found in your QuickBooks Online account (‘s Company). Create a Bank Account with this name in your QBO. Southside-bank Of America
You haven’t got an account (Expense account ) with this name in your QuickBooks Online account. Account with Name = “Meals and Entertainment” is not found in your QuickBooks Online account (‘s Company).

Or

Required parameter Line.AccountBasedExpenseLineDetail.AccountRef: is missing in the request.

Create an Expense Account with this name in your QBO account. Meals and Entertainment
Invalid Currency code ERROR Purchase PUR-002: Invalid or Unsupported currency type supplied. Supplied value:US. Specify Currency code (CurrencyRef) . Choose letters according to ISO 4217. For example, USD, EUR, CAD, GBP. USD
Duplicated number of Check ERROR Purchase PUR-003: Duplicate Document Number Error You must specify a different number. This number has already been used. Please, write a new number of Check.

Or
Configure autoincrement number in your settings. Read how to do it.

PUR-021
Wrong Print status  ERROR Purchase PUR-024: Property Name:Can not construct instance of com.intuit.schema.finance.v3.PrintSt specified is unsupported or invalid. Valid values: NotSet, NeedToPrint, PrintComplete. NeedToPrint
Wrong Billable status ERROR Purchase PUR-026: Property Name:Can not construct instance of com.intuit.schema.finance.v3.BillableSt specified is unsupported or invalid. The billable status of the expense. Valid values: Billable, NotBillable, HasBeenBilled Billable

 

Remember, that any question you can address us. We will be glad to help you!
Just leave us a message, call us on (302) 261-3644 or write to support@cloudbusinessltd.com.

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