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Enter and delete transactions in QuickBooks by batch

This article will give tips and steps on how to enter and delete transactions from QuickBooks in a more efficient way. Before following any of the steps provided in this KB, it is must to create a backup of your company file.

Enter transaction by batch


  • QuickBooks 2014 & 2015 Accountant Edition and QuickBooks Enterprise Solutions 14.0 & 15.0 Accountant editions allow batch entry of Checks, Deposits, Credit Card Charges/Credits, Invoices, Credit Memos, Bills, and Bill Credits.
  • QuickBooks 2013 Accountant Edition and QuickBooks Enterprise Solutions 13.0 Accountant editions allow batch entry of Checks, Deposits, and Credit card charges/credits. In these versions of QuickBooks, you can paste and save multiple transactions from spreadsheets such as Excel.
  • To export transactions from another company file in a form that can be imported using this feature, see the article Copy multiple transactions from one company file to another.

Enter a batch of transactions into a company file:

  1. From the Accountant menu, choose   Batch Enter Transactions.
  1. Click on the Transaction Type from the drop down arrow. Select Checks, Deposits, Credit Card Charges & Credits, Invoices & Credit Memos, or Bills & Bill Credits.

Note: QuickBooks 2013 only has the options for Checks, Deposits, and Credit Card Charges & Credits.

  1. Select the appropriate bank account from the drop down arrow or select New.

  1. Open the spreadsheet containing the transactions to paste into QuickBooks.

  2. Arrange the columns in your spreadsheet to match the column order in the QuickBooks Batch Enter Transactions screen.

  3. Highlight the transactional information, right click on it and select Copy.

  1. In the Batch Enter Transactions screen in QuickBooks, right click the first date field in the list and select Paste.

    Note: If you would like the box "Print Later" to be checked so that checks will automatically be added to the print queue, enter "To Print" for their check numbers.
  1. The information from the spreadsheet displays in the Batch Enter Transactions screen.

  1. Click on the name in red. Click on Quick Add/Set up.

  1. Continue adding all Payee's in red, click Save Transactions then Yes to save.
  1. A window displays the number of transactions saved. Click OK to finish the import.


Split Transactions
As well as adding multiple transactions which offset to one account, you can also add one or more additional split lines to a single transaction.
  1. Enter the first line of the transaction on the Batch Enter Transactions screen.
  2. Click the Split button at the bottom of the window.
  3. Enter the required information for each split on a separate line.
  4. Click OK to return to the main Batch Enter transactions window.
  5. Repeat steps 2-6 for each transaction with multiple split lines.

Alternatively, you may wish to separate one transaction into two or more separate transactions with the same transaction number on the original spreadsheet. This will avoid the need for manual data entry.

Adding a Class:

  • For a class to remain associated with an item on a transaction, the item must be selected prior to selecting the class. This applies to all forms and transaction entries.

Note: If a Class is selected prior to an Item, the Class will be removed when the Item is selected.

Delete transaction by batch

You can only delete one transaction at a time in QuickBooks. This section will give you tips to help you eliminate transactions more efficiently.

QuickBooks Accountant 2016 and QuickBoosk Enterprise Solutions 2016:

  • Use Batch Delete/Void Transactions feature to delete bills, invoices and checks.
  • If you need to delete other transaction types, follow the steps bellow.

QuickBooks Pro/ Premier 2016, Enterprise Solutions 2015 and earlier:

  • Press Ctrl+D to delete transactions more quickly.
  • Delete transactions more quickly in the account register; for example, you can Invoices through the Accounts Receivable register. Press Ctrl+D then Enter to move quickly through the register.
  • You can visit the Intuit Markeplace for a third party application that can remove your unwanted transactions at once.


KB ID# INF21274
10/26/2016 12:36:09 AM
PPRDQSSWS403 9138 Pro 2017 9bb440