Resource: QuickBooks Transaction Reclassifier

This article covers the QuickBooks Transaction Reclassifier Resource in detail. If you haven’t yet learned about Resources in general and how to get the most out of them, we suggest you check out our Resources support article first.

What Is the Transaction Reclassifier?

The Transaction Reclassifier lets you bulk edit transactions that are already in QuickBooks Online. Download a set of transactions to your worksheet, change the account, customer, vendor, class, location, amount or description on as many lines as you need, then upload the changes in one step instead of opening each transaction in QuickBooks.

It works across these transaction types:

• Bill
• Bill Payment
• Credit Memo
• Deposit
• Expense
• Invoice
• Journal Entry
• Payment
• Refund
• Sales Receipt
• Vendor Credit

You can also delete transactions from the sheet.

Filters for Downloading Transactions

Use the filters section on the left side of the Resource template to download only the transactions you want. The filters are cumulative, so you get results that match all of them.

• Start Date / End Date: transactions dated in this range
• Account (1), Account (2), Account (3): transactions with a line on any of these accounts. Pick one, two or three. Picking more than three gives the message “Select up to 3 accounts when downloading transactions.”
• Customer, Vendor, Class, Location: transactions with a line on this customer, vendor, class or location
• Transaction Type: one of the types above. Leave it blank to download all of them.
• Customer is blank, Vendor is Blank, Class is blank, Location is blank: transactions with a line missing that value. These are the quickest way to find lines that still need a customer, class or location assigned.

Transaction Data Structure

Each row is one transaction line. The first row of a transaction also holds the fields that apply to the whole transaction: Date and Number. The Type column on every row says which kind of transaction it is.

Each line has an Amount, a Description, and the Account, Item/Service, Customer, Vendor, Class and Location for that line. Not every transaction type uses every column. For example, a Bill line has a vendor on the transaction rather than on each line.

Some columns are hidden, indicated by a ”+” button at the top of the sheet. They hold QuickBooks IDs and the values QuickBooks requires behind the scenes. We caution against changing these unless you know what you’re doing.

Checks Before Upload

Amalgam checks some changes before sending them to QuickBooks, so a mistake is caught in the sheet:

• On item lines of an Expense, quantity times rate must equal the amount.
• Bill Payments can’t have a class.

Anything else QuickBooks rejects comes back as an error message from QuickBooks. See QuickBooks Resource Error: Business Validation Error for the common ones.

Reference Fields

Account, Item/Service, Customer, Vendor, Class and Location all refer to data that already exists in QuickBooks. Amalgam gives you a dropdown list for each, so you pick a valid value instead of typing it.

If you add something in QuickBooks while working, use the refresh button in the sidebar to update the dropdown lists.