QuickBooks™ journal entries import: columns, balance and names
A journal import can be accepted and still post wrongly, or be refused for one blank cell. The checks that matter are mostly about the columns and about each journal adding up.
The columns
Intuit's help lists Journal No., Journal Date, Account Name, Description, Name, Debits and Credits. The add-on flags a missing required column and blank Journal No., Journal Date or Account Name cells, and a line that has neither a debit nor a credit, or both.
Does each journal balance
Every journal should have debits equal to credits. Intuit's page does not state this for the import in so many words, so the add-on warns rather than rewrites: it adds up Debits and Credits per Journal No. and lists any that differ.
A Name on Creditors and Debtors lines
A line posted to the Creditors or Debtors (payables or receivables) account needs a Name. The add-on warns when it is blank. The exact account names QuickBooks uses for these are not confirmed in the help pages, so it matches the common ones.
Dates, zeros and spaces
- One date format throughout, day-first for a UK company. Ambiguous dates are listed before anything is written.
- Stray spaces and line breaks inside cells are checked. The space fix is free.
Things a spreadsheet cannot check
Intuit's help describes a Parent:Sub form for sub-accounts, and an account has to exist in your chart of accounts before a journal can post to it. The add-on cannot see your QuickBooks company, so it explains both and does not check them yet.
Check the file before you trust it
Import Cleaner for QuickBooks™ scans a QuickBooks export, or a sheet you are about to upload, and explains every finding. The full scan, every explanation and Undo are free, and your data stays in your Google™ account. It edits the spreadsheet only and never connects to QuickBooks.
About Import Cleaner for QuickBooks — not yet on the Google Workspace™ Marketplace.
Google, Google Sheets™ and Google Workspace™ are trademarks of Google LLC. Not affiliated with, endorsed by or sponsored by Intuit Inc. QuickBooks is a trademark of Intuit Inc. Import Cleaner for QuickBooks is not affiliated with or endorsed by Google.