Batch reclassify QuickBooks Online transactions without Advanced

1. Go to Reports, then Standard reports.
2. In Find report by name, select General Ledger.
3. Set the report period, then select Columns and tick Debit and Credit.
4. Select Filter, choose Account in Filter by, and pick the account the rows are in now.
5. Select Export/Print, then Export to Excel.
6. In Excel, go to File > Save As and pick CSV (Comma delimited).

Leave the title rows, account headings and total rows in place. The tool reads the headings, names a sub-account Parent:Sub, and skips the totals. Without Debit and Credit columns, it works from the Amount column and asks which side a positive amount is on.

Each row you keep becomes two lines with the same amount:

• the account you name gets the same side the row had (a debit stays a debit)
• the account the row is in now gets the opposite side, which cancels it there

A refund or credit row flips both sides, so the net amount moves. By default each original date gets its own entry, so every month’s totals land in the right account. Choose one date instead if earlier months are closed.

The file uses the columns Intuit lists for a journal entry import: Journal No., Journal Date, Account Name, Journal/Description, Debits and Credits. Name, Class and Location are added when your export has them. Intuit imports Class and Location when tracking for them is turned on.

1. Turn off account numbers first. Intuit says you can turn them back on after the import.
2. Go to Settings, then Import Data, then Journal Entries.
3. Select Browse, pick the downloaded file, then select Open and Next.
4. Match each column to its QuickBooks field, then select Next.
5. Select Start import, then Done.

If the Warn if duplicate journal number is used setting is on, Intuit says entries with a number already in use may fail. Change the Journal No. starting letters and download again.

To check the file before you import it, run it through the journal entry import checker.

• Exact account names. The account must already be in your chart of accounts. A sub-account needs its parent and a colon, or Intuit says you get a “Line Account Invalid” error.
• Accounts Receivable and Accounts Payable. Intuit says these lines need a name. The tool warns when a row has none.
• Bank and card accounts. Moving lines out of one changes its balance against the bank statement. Intuit’s own reclassify tool won’t change the bank or card account on an expense either.
• Payroll and product lines. Intuit’s reclassify tool leaves payroll to the payroll app and can’t change the account on an invoice or bill with products. Ask your accountant before moving those rows.
• The originals stay put. Each transaction keeps its old account, and the entry beside it moves the total. Run a duplicate transaction check first so you don’t move a copy.