Bank deposit import details
Use bank-deposit import to create or update deposits that combine customer payments from undeposited funds, other money received, fees, and cash back in a bank account. This reference explains the three deposit sections, supported operations, required CSV columns and record references, and the accounting impact of imported deposit lines.
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Details: Contains the deposit account, date, and optionally a memo.
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Undeposited funds: Contains existing transactions like customer payments, customer refunds, and journal entry lines from the Undeposited Funds account.
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Other funds: Contains new transactions that aren’t recorded in QuickStart, including miscellaneous deposits and fees, and any cash back received from the deposit.
In QuickStart, open Menu > Banking > Cash management, and then open the Bank deposits card.
You can only import deposits if you have the account administrator or full business access profiles.
Supported operations
If you import a file from the File import page, you can do the following for a bank deposit record:
- Create new records.
- Update existing records.
- Create new or update existing records.
Note:
If you are importing bank deposits from the Bank deposits page, you can only create new records or update existing records. For additional operations, go to the File import page.
For more details about these operations, see File import.
Fields required to import deposits
When importing bank deposit records, the following fields are always required:
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Primary Column: This field is numerical, consisting of sequential numbers in each new row beginning with 1. This field is required because the deposit record includes a sublist. If a record doesn’t include a sublist, the system ignores this field.
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Account: The name of the bank account to which the transaction is deposited.
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Date: The transaction date. The value must be in the MM/DD/YYYY format.
The following fields are required if you’re adding any deposit records containing undeposited funds:
Note:
You need to have transactions recorded to the Undeposited Funds account in QuickStart to be able to add deposit records containing undeposited funds.
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Undeposited funds transactions > Transaction ID: The internal ID of an existing customer payment, refund, or journal entry that QuickStart references to create the deposit. When importing a deposit with a customer payment or refund, the Undeposited funds transactions > Transaction line column must be removed.
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Undeposited funds transactions > Transaction line: The line number of a journal entry recorded to the Undeposited Funds account in QuickStart, which QuickStart references to create the deposit. The field is numerical, consisting of sequential numbers beginning with 1.
The following fields are required if you’re adding any deposit records containing other funds:
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Other funds > Account: The name of the account from which an ‘other funds’ line for a deposit is credited or debited. Note that this account cannot be a bank account.
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Other funds > Amount (amount): The amount of an ‘other funds’ line for the deposit.
Usage notes
To import deposit records, a bank account must already exist in QuickStart. Open Menu > Accounting > Chart of accounts to create a missing account. For details, see Create an account.
You can import new deposits or update existing deposits by going to the Bank deposits page, selecting More actions, and then choosing Import data. Note that the file import dialog on the Bank deposits page is specifically for the Create new or update existing records operation. If you want to use other operations, go to the File import page and select Import. In the file import dialog, select your record type and which operation you want to do. For more information, see File import.
You can download a CSV template file for deposits, which includes all editable fields on the deposit record. You can remove columns that correspond to optional fields that you do not need for your import. To avoid errors during import, remove all columns related to unused fields. For more information about generating the CSV template, see Work with the CSV file template.
To update deposit records, you need to use internal IDs of existing records, which you can see at the end of a record’s URL when you open it in QuickStart.
- To update any deposits, you must use the Internal ID column. This column uses the internal ID of an existing deposit to make the update. If you are not updating other funds or adding new undeposited funds for a deposit, only this column is required.
- To specify and update an ‘other funds’ line for a deposit, you also need to use the Other funds > ID column. This column uses the internal ID of an existing ‘other funds’ line to make the update. The ID required for updating an ‘other funds’ line is not displayed in the UI. The undeposited funds and ‘other funds’ lines are sequenced together, starting with the former. For example, if you create a deposit with two undeposited funds and two ‘other funds’ lines, then their IDs would be 1 and 2 for the undeposited funds and 3 and 4 for the other funds. After an update operation, the IDs don’t change for existing lines and new IDs are always incrementing by one. Using the above example, if another undeposited fund and ‘other funds’ line are added, then their IDs would be 5 and 6, respectively.
Note:
Currently, an ‘undeposited funds’ line can only be added through a CSV import. It cannot be removed, updated, or replaced.
For more information about using internal IDs, see Reference existing records.
If you are including the Memo column (optional), the maximum length is 1000 characters.
Examples of import files for a successful import
Note:
You can import both examples directly from the Bank deposits page, by selecting Import data from the More actions menu.
The following table is an example of the BankDeposit_CREATE.csv file when adding a deposit record containing:
- An account to which the deposit will be recorded called 1010 USD Bank Account.
- A transaction date of 01/06/2023.
- One ‘undeposited funds’ line, which can be a customer payment or refund with an internal ID of 1156.
- One ‘other funds’ line.
| * Primary Column | * Account | * Date | Undeposited funds transactions > Transaction ID | Other funds > Account | Other funds > Amount (amount) |
|---|---|---|---|---|---|
| 1 | 1010 USD Bank Account | 01/06/2023 | 1156 | ||
| 1 | 1000 Petty cash | 423 |
The following table is an example of the BankDeposit_UPDATE file when updating a deposit record with an internal ID of 1147. The deposit being updated contains one line in the Undeposited funds tab and one line in the Other funds tab.
| *Primary Column | Internal ID | *Account | * Date | Undeposited funds transactions > Transaction ID | Other funds > ID | Other funds > Account | Other funds > Amount (amount) |
|---|---|---|---|---|---|---|---|
| 1 | 1147 | 1010 USD Bank Account | 01/06/2023 | 1151 | |||
| 1 | 2 | 1000 Petty cash | 200 | ||||
| 1 | 1200 Inventory | 500 |
This example will make the following updates to the existing deposit record:
- Change the account of the deposit to 1010 USD Bank Account.
- Change the date of the deposit to 01/06/2023.
- Add a new line to the Undeposited Funds tab, which can be a customer payment or refund with an internal ID of 1151.
- Update the first line in the Other funds tab so it is credited to the 1000 Petty cash account in the amount of $200. Because the second row corresponds to the second line in the UI that existed prior to the import, the line’s internal ID is 2. The internal IDs of the newly added undeposited fund and ‘other funds’ line are 3 and 4, respectively. However, the internal ID only needs to be included when you’re updating an ‘other funds’ line.
- Add a new line to the Other funds tab that is credited to the 1200 Inventory account in the amount of $500.