If you’ve ever checked a bank statement or downloaded transactions into QuickBooks, you’ve probably noticed transactions with extra numbers and letters. Some are dates, others are transaction numbers to give a couple of examples. Sorting through this information can be a lot of work. Find out how to use renaming rules and “Add Multiple” to make this a lot easier.
I’m Will and I’m the Product Manager on QuickBooks for Mac. I’m going to show you two features in online banking, new for QuickBooks 2012 for Mac: renaming rules and batch entry, also known as “add multiple to register.”
If you’ve ever checked a bank statement or downloaded transactions into QuickBooks, you’ve probably noticed transactions with extra numbers and letters. Some are dates, others are transaction numbers to give a couple of examples. In previous versions, QuickBooks would add these as new payees and ask you to set them up or you’d have to change each payee to the corresponding name in QuickBooks. That could add up to a lot of work.
Renaming rules solve this problem by helping QuickBooks recognize the names of payeees downloaded from your bank. To take advantage of renaming rules, just choosing payee names in the Downloaded Transactions window. If you downloaded a transaction for this payee before, QuickBooks will automatically choose the last used account. You can change this if you need to.
You can also edit rules to get more control over renaming. For example, If the rule includes some of those extra characters downloaded from my bank, I can remove them so QuickBooks will recognize more transactions. As QuickBooks learns who my payees are, more and more transactions will automatically be renamed when I download them. Then it’s just a matter of clicking Add Multiple, and QuickBooks will enter all downloaded transactions with the payee and account to the register.
One last thing, there are some downloaded payees you may not want to rename. For example, if the payee is CHK, you probably don’t want QuickBooks to rename that to the same payee every time. To stop this, just click the arrow next to that payee name and use Don’t Rename.