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Import and export data in QuickBooks Desktop.


Mark has researched and reviewed accounting software at Fit Small Business since and has developed an extensive knowledge of accounting software features and how unique business needs determine the best accounting software. This article is part of a larger series on Accounting Software. Importing your bank transactions into QuickBooks Desktop helps ensure the accuracy of your financial transactions and accounting data. Today, we present a detailed tutorial on how to move your bank transactions into QuickBooks Desktop Pro and Premier.

There are two methods to import bank transactions to QuickBooks. The first one is by setting up a direct connection, or bank feed, between your bank account and QuickBooks Desktop. The second method is through WebConnect. You can check out the Intuit website to learn more about the QuickBooks Desktop products.

Visit QuickBooks Desktop. The following video tutorial illustrates the process of importing bank transactions into QuickBooks Desktop. We also prepared step-by-step instructions below to help you understand this lesson better:. Most banks have online bank features that make it simple to allow QuickBooks access to your account or to export transactions that can then be imported into QuickBooks.

Moving your bank transactions to QuickBooks helps you:. Before you proceed, make sure that your bank feed mode is set to either Advanced or Express mode. Advanced and Express are similar, except Advanced offers more options to categorize your transactions. To set your bank feed preferences, click on the Banking menu, select Bank Feeds, and then hit the Change Bank Feeds mode drop-down:. You should see a pop-up screen where you can set your bank feed preferences.

By default, QuickBooks Desktop sets it to Advanced mode. Click OK to continue:. Setting up a bank feed establishes a direct connection between your bank and QuickBooks. It enables you to export data from your bank and import bank transactions into QuickBooks Desktop. Importing bank transactions to QuickBooks Desktop through direct connect can be executed in the following steps:.

From your QuickBooks Desktop homepage, click on the Banking menu on the top of the screen. A pop-up screen appears telling you to close all open QuickBooks windows temporarily. Click Yes to continue:. After clicking Yes, the bank feed setup screen will appear. From here, follow the prompts when connecting your bank:. With the bank feed established, your bank transactions will be imported automatically into QuickBooks on a daily basis.

A WebConnect file. Most banks support this type of file. To do this, click on the Use Register drop-down under the Banking menu. In the screenshot below, there are two transactions recorded in the checking account register. Transactions in the Checking Account Register. Make sure that the file has a. Select the. You can review and manage your transactions in the banking center. You can also find the Bank Feeds Center under the Banking menu.

As you can see in the screenshot below, the three transactions we just imported are now pending for review. Two of the transactions are in the Recognized section, and one is in the Unrecognized tab:. We recommend that you always review the details before clicking on the Confirm button. Your goal is to enter the three transactions into the register.

In this case, you need to review and add it to the account register manually. However, before we proceed, we need to provide additional details. To do this, click on the Add More Details drop-down under the Add button on the far left side of the screen:. After clicking on Add more details, a pop-up screen will appear, requesting you to enter information including:.

Transactions Entered Into the Account Register. Now, when you check the checking account register, you should see the transaction you just imported to QuickBooks Desktop. A good rule of thumb is to import transactions to QuickBooks Desktop no less than once per month but do it more often if you actively use QuickBooks to monitor your expenses and bank account balances. At the very least, you should import your bank and credit card transactions whenever you receive a statement, but prior to reconciling the account.

Check out our tutorial on how to reconcile a credit card balance in QuickBooks Desktop. Congratulations on finishing our lesson on how to import bank transactions to QuickBooks Desktop.

Find Timothy On LinkedIn. He then taught tax and accounting to undergraduate and graduate students as an assistant professor at both the University of Nebraska-Omaha and Mississippi State University. He most recently spent two years as the accountant at a commercial roofing company utilizing QuickBooks Desktop to compile financials, job cost, and run payroll.

Find Mark On LinkedIn. Mark Calatrava is an accounting expert for Fit Small Business. He has covered more than 50 accounting software for small businesses and niche industries and has developed an in-depth knowledge of the important features of accounting software and how the importance of these features vary by business. Sign up to receive more well-researched small business articles and topics in your inbox, personalized for you.

Fit Small Business content and reviews are editorially independent. We may make money when you click on links to our partners. Learn More. Published October 13, Table of Contents. Change Bank Feeds Mode. Click Yes to continue. Open the Checking Account Register. Was this article helpful? Yes No. Feedback Yes No. Human Resources.

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