How do I set up the file and import it into QuickBooks Online?
Intuit lists six fields for the file: Journal No., Journal Date, Account Name, Journal/Description, Debits and Credits. Add a Name column if any line uses Accounts Payable or Accounts Receivable.
- Put one line of each entry on its own row, with the entry’s number on every row.
- In Excel, go to File > Save As and pick CSV (Comma delimited). Excel saves only the sheet you have open.
- Run the file through this checker and download the import file.
- In QuickBooks Online, select Settings, then Import data, then Journal Entries.
- Select Browse, pick the CSV, then Next. Download a sample file shows Intuit’s layout.
- Map each column to its QuickBooks field, select Next, then Start import.
How do I check account names against my chart of accounts?
Export the chart of accounts and add it in step 3 of the tool:
- Go to Reports, then Standard reports.
- Find and select Account List.
- Select Export/Print, then Export to Excel.
- Save the file as CSV.
The checker skips the title rows at the top. It then matches every account in your journal file to the Account List, including sub-accounts written as Parent:Sub-account.
How does it decide an entry will fail?
It groups lines by Journal No. and marks an entry Fix in your file when:
- debits and credits differ by even one cent
- an account is missing from your Account List
- a sub-account is used by more than one parent
- an Accounts Receivable or Payable line has no Name
- one Journal No. has lines on different dates
- a date is blank, day first, saved as an Excel number, or not a real date
- a line has both a debit and a credit, no amount, or more than two decimals
It fixes some things for you in the download: a blank Journal No. under a numbered line, extra or nonbreaking spaces, capitals that differ from your chart, a sub-account missing its parent, and negative amounts.
It marks two things Check: an account name that starts with a number, and a Journal No. used in two separate blocks of lines.
What should I change in QuickBooks before importing?
- Account numbers. Intuit says to turn them off before the import and back on after.
- New accounts. Intuit says to add them to the chart of accounts before importing.
- Duplicate numbers. If Warn if duplicate journal number is used is on, Intuit says entries with numbers already in use may not upload.
- Classes and locations. Turn on class or location tracking first if your file has those columns.
- Hidden spaces in Excel. Microsoft says TRIM does not remove the nonbreaking space (character 160). The checker cleans both kinds.
After the import, the QuickBooks Online cleanup checker reads your Trial Balance for leftover balances. If the same entry comes from payroll or another system every month, a connection between your tools can post it for you.
Questions
Is my file uploaded anywhere?
No. Your browser reads both files and the checks run on your computer. Close the tab and they are gone.
Why does QuickBooks say “Line Account Invalid”?
Intuit says entering only a sub-account name causes it. Write the parent and sub-account with a colon, like Payroll Expenses:Wages.
Why does an Accounts Receivable or Payable line fail?
Intuit says those lines need a name in the Name column. Add the customer or vendor exactly as it appears in QuickBooks.
What does the import file change?
It keeps only entries with nothing to fix and writes dates as MM/DD/YYYY and amounts as plain numbers. Account names follow your chart of accounts, and Class and Location columns come through as they are.
My file has one amount column. Does that work?
Yes. Tick the one-amount option: positive amounts are read as debits and negative amounts as credits. The download splits them into Debits and Credits.
Sources
- Import journal entries in QuickBooks Online, Intuit QuickBooks,
- Export your QuickBooks Online data, Intuit QuickBooks,
- Save a workbook to text format (.txt or .csv), Microsoft Support,
- TRIM function, Microsoft Support,
