Configure Settings (for version 2.7.96 and earlier)

Contents

Configure your QuickBooks settings

At this point, you have saved the program files to your computer and installed the software. This next step is to tell the converter program a few settings about your QuickBooks accounts so that your transactions are posted to the appropriate accounts.

These instructions are for version 2.7.96 and earlier. If you have version 3.0 or later, go here.

How to edit configuration files

To enter your settings, you type a few entries in a "configuration file." Please follow the step-by-step directions, below. This is a one-time procedure and it's easy to do. It's helpful to have QuickBooks open to the Chart of Accounts list when doing this.

Step-by-step instructions

  1. In Excel, open any downloaded statement file (otherwise, the View config... option will be dimmed/disabled)
  2. Next, select a config file to edit:
    • Excel 2011 for Mac: From the Excel menu bar, select Convert to QB > View config...
    • Excel 2007-2013 for Windows: From the Excel menu bar, select Add-ins > Convert to QB > View config...
    • Excel 2000-2003 for Windows: From the Excel menu bar, select Convert to QB > View config...
  3. You should see a list of your config files, similar to the following. Select one:
  4. View config files
  5. As you’'ll see below, you will specify a few settings, each on a separate line. To disable a setting, precede it with a # hash mark or delete it.
  6. Edit config files

Required settings

  • There are just four settings that are required:

For converting a CREDIT CARD statement:

The only required settings for converting CREDIT CARD statements are:

QB_Payee_Name =
QB_Credit_card_Account = 
QB_Payment_Account = 
QB_Expense_Account = 
                  

Here’s an example for a typical, bank-issued credit card, such as a VISA, MasterCard, or AmEx.

Let’s say you have a Visa card issued by Bank of America which is paid down using your checking account named "BoA Checking #5678" and you want all transactions posted to a temporary "to be decided" account:

QB_Payee_Name = ??
QB_Credit_card_Account = BoA Visa #1234
QB_Payment_Account = BoA checking #5678
QB_Expense_Account = CC charges TBD

Here’s an example for a store-issued credit card, such as Home Depot.

Let’s say you pay this account down using checks from "My checking account" and want your charges posted to "Repairs and Maintenance" which is an expense account:

QB_Payee_Name = Home Depot
QB_Credit_card_Account = Home Depot 1234
QB_Payment_Account = My checking account
QB_Expense_Account = Repairs and Maintenance

What if you post charges to an account which is not an expense account? You still enter the setting for QB_Expense_Account and you also specify the account type, like this:

Here's an example of posting to "Job Materials" which is a cost of goods sold account:

QB_Payee_Name = Home Depot
QB_Credit_card_Account = Home Depot 1234
QB_Payment_Account = My checking account
QB_Expense_Account = Job Materials
QB_Expense_Account_Type = Cost_of_goods_sold

TIP: You can match transactions to specific vendors and accounts by using the Lookup feature.

SHOW/HIDE EXPLANATIONS OF THESE SETTINGS

For converting a BANK ACCOUNT statement:

The only required settings for converting BANK ACCOUNT statements are:

QB_Payee_Name = 
QB_Bank_Account = 
QB_Debit_Account = 
QB_Credit_Account =                   
                  

Here’s an example for a bank account at Wells Fargo, with debit transactions posted to an account named "Expenses" and credits posted to "Credits TBD", both of which are expense accounts:

QB_Payee_Name = TBD
QB_Bank_Account = Wells Fargo Checking
QB_Debit_Account = Expenses
QB_Credit_Account = Credits TBD

Here’s an example like above, but with credit transactions posted to "Interest" which is an income account:

QB_Payee_Name = TBD
QB_Bank_Account = Wells Fargo Checking
QB_Debit_Account = Expenses
QB_Credit_Account = Interest
QB_Credit_Account_Type = Income

TIP: You can match transactions to specific vendors and accounts by using the Lookup feature.

SHOW/HIDE EXPLANATIONS OF THESE SETTINGS
  • After entering your settings, SAVE your changes. You can also click UNDO to revert any edits you've made.
  • Next, optionally, you can change settings in the SYSTEM config file. The settings provided in the sample file are fine for most users and you may skip this step and revisit it later, if you wish. Suggested settings to get you started are shown here (a list of all available settings with examples is here: LIST OF CONFIGURATION SETTINGS).
  Prompt_for_configuration_filename = True
  User_can_edit_config_files = True
            
SHOW/HIDE EXPLANATIONS OF THESE SETTINGS

Save any changes you make.

How to import payee/vendor names

For importing the payee/vendor names, you have three choices:

  1. Assign the same, generic vendor name for all transactions, or
  2. Use the payee name from the statement, or
  3. Use Statement Converter’s Lookup feature
SHOW/HIDE OPTIONS FOR IMPORTING THE VENDOR NAME

Tips

  • There are many other options you may set; for a complete list with examples: LIST OF CONFIGURATION SETTINGS
  • Enter your settings to the right of the "=".
  • Your entries must match the names in QuickBooks exactly (capitalization does not matter). If you enter an account name incorrectly, QuickBooks will import your transactions to a new account with the incorrect name, however it is easy to correct:
Example: If your QuickBooks bank account is named "Checking" but you enter the setting as "Chking", the transactions will be imported into a new account "Chkng". To correct this, you can:

  • change the account name in the QuickBooks Chart of Accounts to the correct name and then QuickBooks will ask if you would like to merge the two accounts (select "Yes"), or
  • edit the transactions one by one and select correct account, or
  • delete the transactions one by one and re-convert/import.
  • If using account numbers, you do not need to specify the number (only the account name)
  • Example: You have an account 6905 Maintenance. Enter the configuration setting as: Maintenance

  • If using sub-accounts, enter as: parent-account:sub-account:sub-account (account names separated by a colon, no spaces allowed around the colon)
  • Example: You have a parent account 2100 Credit cards and your Home Depot card is account 2105 Home Depot. Enter the configuration setting as: Credit cards:Home Depot

  • The order of the configuration settings does not matter.
  • It does not matter if there is a space around the = sign.
  • If your Statement Converter version is 2.4.47 or earlier, for Windows users, config filenames begin with StatementConverter_config_ and for Mac users, the config filenames begin with SC_config_. From version 2.4.48 and later, either way is okay.
  • If the "View config..." menu is dimmed/disabled

    The "View config..." option is available only when there is a Statement Converter configuration file in the same folder as the statement (Excel worksheet) you have open.

    If the menu option for "View config..." is dimmed/disabled, like this:

    View config disabled

    make sure your Statement Converter config file is in the same folder as the statement you wish to convert, then close Excel and re-open the statement; the menu should now be enabled.

    Note: If you have disabled editing of configuration files (see: system configuration settings), you can make changes by locating the file on your hard disk and opening it with any text editor; double-clicking the file should open it.

    If you have multiple credit cards or bank accounts from one bank...

    If you have multiple accounts from the same bank/vendor, you’ll probably want to post the transactions for each credit card or bank account differently. To accomplish this, create a separate configuration file for each account.

    For example, if you have one credit card for business expenses and another for personal expenses, both cards from the same bank, create two configuration files such as:

    StatementConverter_config_WellsFargo_BUSINESS.txt and

    StatementConverter_config_WellsFargo_PERSONAL.txt

    A variation would be to use some of the account numbers in the filename, such as:

    StatementConverter_config_USAA1234.txt and

    StatementConverter_config_USAA5678.txt

    Note: If your Statement Converter version is 2.4.47 or earlier, for Windows users, config filenames begin with StatementConverter_config_ and for Mac users, the config filenames begin with SC_config_. From version 2.4.48 and later, either way is okay.

    If you have multiple credit cards or bank accounts, be sure to set "Prompt_for_configuration_filename=True" (in the System config) so that the program will prompt you for which config file to use, giving you great flexibility on how to process your transactions.

    Tip: After entering the configuration for one account, save time by copying the first file to a new file and then, in the new file, edit only those settings that need to be changed.

    How do I...? Can I...? The complete list of configuration settings

    For more options to adjust how the converter processes your statements, see How do I...? / Can I...?

    On that same page is a complete list of the various settings, with examples: LIST OF CONFIGURATION SETTINGS for Version 2.7.96 and earlier

    What to do next

    That's it! Your software is installed and configured. Now you are ready to download and convert your monthly credit card statements into QuickBooks files. Of course, that is easy, too.

    Continue with: Download Your Statements

    Go back to: Install the Software

    Return to: Main Page