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All You Need to know about Enter and Delete Transactions by batch in QuickBooks Desktop

QuickBooks have emerged as one of the best accounting software available in the world. Small and medium business have been benefited a lot through this software. With the help of this software not only has accounting, and payroll have become easier than before, but also finance and sales are easier to manage. The software has many advanced features which makes it one of the best accounting applications. In fact, in every version new features are added to the software.

In all the latest QuickBooks Desktop editions as well as Enterprise 21.0 version users are allowed batch entry of Deposits, cheques, Credit Card charges or invoices, Credit Memos, Bills and Bill Credits. Through this article we will discuss in depth how to enter and delete transactions by batch in QuickBooks Desktop.

Important points to remember

It is important to keep the following things in mind before performing the steps ahead:

  • Make sure to create a backup before performing the steps discussed later.
  • Copy multiple transactions from one company file to another, to export transactions from another company file.
  • In case you have QuickBooks desktop accountant 14.0 and the later versions, then make batch entries of checks, invoices, credit memos, bills, credit card charges, and bill credit.

Features of entering and deleting transactions by batch

Here are the features and benefits of entering and deleting transactions by batch:

  • Batch Enter Transactions Feature
    • Select he order in which you want to display the data of columns and from the multiple data fields.
    • Enter the transactions into a personalized data entry grid.
    • Paste more than 1000+ transactions from excel and save them at one place.
  • Batch Delete Transactions Feature
    • Hide or show transactions having other linked transactions.
    • In all other storing systems, it is unattainable to see whether an invoice has a payment attached to it.
    • Filter by date range, based on last modified date or entered date.
    • A cleared column is also great

List of entering and delete transactions by batch

  • Checks
  • Payees including Customers, Jobs, Vendors, Employees and other names
  • Sales Tax Payments
  • Paychecks
  • Deposits
  • Credit Card Charges/ Credits
  • Transactions in a closed period
  • Inventory Adjustments
  • General Journal Entries
  • Bank Transfers
  • Bills and Bill Credits
  • Invoices and Credit Memos
  • Payroll Liability Payments
  • Down Payments

Read Also: How to Fix QuickBooks Desktop Installation Errors?

Steps to Entering and Deleting Transactions by batch in QuickBooks

Below are the steps to entering and deleting transactions by batch in QuickBooks Desktop. Before you proceed with the steps, ensure that backup your company file.

If you are not good in technical aspects or feeling difficulties while performing these actions then you can take help from QuickBooks technical support Services by dialing 1-844-405-0907.

To Enter transaction by batch:

  • First, go to the Accountant menu and then tap on batch enter transactions.
  • Now choose the Transaction Type and Account.
To enter transaction by batch - screenshot
  • Open the spreadsheet which contains that transaction that you need to record in QuickBooks column.
  • Now categorize the columns in your spreadsheet to check the arrangements of the column in the Batch Transaction Screen.
  • After this click on Ctrl +A the information you want and rich click and then choose copy.
To enter transaction by batch -2 - Screenshot
  • Finally in the Batch Enter Transaction screen, right-click the first date field and now choose Paste.

Important Note: Kindly note that if the name and account is not listed in the company file they will be displayed red. So, click on the name or account and then choose Quick Add or Set UP.

To enter transaction by batch -3 - Screenshot

To Add Multiple Split Lines in the Transaction

The split transactions actually permit to add a single or more secondary split line to a transaction.

  • First thing to do is select the transaction which you want to add split line.
  • Now click on the Split tab
  • After this you have to type the needed details for each of the split on a separate line.
  • Click on OK so as to return to the main batch Enter Transaction screen.
  • Finally, keep on doing this step for every transaction with multiple split lines.
To add multiple split lines in the transaction - Screenshot

You may also like: How to Troubleshoot the QuickBooks Error Code 6069?

In order to Use Class in QuickBooks Desktop

  • In case, you can change your columns to add ‘Class’ by entering Batch Transaction screen.
  • To keep the ‘class’ remain associated with an item in transaction in the organization, the item must be selected before you choose class.
  • This is applicable for all form and transaction entries.
  • In case, a class has been chosen earlier to an item, then the Class will be replaced when the item is chosen.
To use class in QuickBooks Desktop - screenshot
  • After this press on the save Transaction tab and the yes and on Confirm Account Screen.
In order to use Class in QuickBooks Desktop - Screenshot

You may also read: How To Locate Missing Transactions In QuickBooks Desktop?

To Delete Transaction by batch

This feature is presently available only in QuickBooks Premier Accountant, QuickBooks Enterprise Solutions 16.0, and QuickBooks Enterprise Accountant 2016 and the latest versions.

  • QuickBooks Enterprise Solution, QuickBooks Premier Accountant, QuickBooks Enterprise Accountant 2016 and newer.
  • QuickBooks Desktop Pro or Premier 2015, QuickBooks Enterprise Solution 15.0 and earlier.
  • Click on Ctrl+D to delete faster.

Important Note: Untick the alert when removing a transaction or unused detail item to remove the warning pop up when you press Ctrl+D.

  • This can also be done from the account register.
  • If you are trying to replace all your transactions, then visit the Intuit Marketplace for a third party application that can help you remove all unwanted transactions at once.

Steps to delete the transaction by batch

  • Find out whether the single user mode is applied or not. If you found yourself in multi-user mode, then head to the file menu and also switch to single user mode.
  • After that, head to the accountant menu and also select the batch delete/void transactions.
  • Select the transactions you want to delete or void from the available transaction list
  • The next step is to choose review or delete
  • After that, on the review batch, delete transactions screen, click on backup and delete option.
  • Hit the yes tab on the confirmation window
  • The last step is to select the option view deleted/voided transaction report.

Steps to file a batch invoice

  • The first step is to move to the customers tab and then go for create batch invoice.
  • After that, ensure the terms, sales tax rate, and dispatch method are up to date for all customers you send batch invoices to select each customer.
  • Double click the customer and open the additional info tab and change the information needed.
  • Search for the customers by selecting billing group
  • The user is then required to click on next tab
  • Once done with that, select the desired line item and template
  • After that enter custom message and click on next tab
  • Review the list of invoices and create invoice
  • The last step is to print or email as appropriate and click on close tab

Winding Up

If you have any query, then seek assistance from our QuickBooks Enterprise Support team. We have top-notched experts with latest technology to solve all issues that occurs in QuickBooks software. Contact us today at 1-844-405-0907 and speak with one of our representative.


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