Configure Settings (for version 3.0 and later)

Contents

Configure your QuickBooks settings (version 3.0+)

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.

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.

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

How to import payee/vendor names

There are three options fFor 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

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/conversion settings 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. Next, specify your settings and options for your BANK ACCOUNT converter or your CREDIT CARD converter:

Settings and Options for BANK ACCOUNT converter toggle display

Settings and Options for CREDIT CARD converter toggle display

Lookup Feature - Detailed instructions

Detailed instructions for using the Lookup feature are here.

Tips

  • The account names you enter must match the names in QuickBooks exactly (capitalization does not matter) or else QuickBooks will import your transactions by adding a new account with the incorrect name. Fortunately, this is easy to correct by using QuickBooks’ MERGE feature:
  • 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, specify EITHER the account number OR the account name, not both.
  • Example: You have an account 6905 Maintenance. Enter the configuration setting as: 6905 or 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

  • 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 (i.e. SC_config_xyz.txt) 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, simply create a separate configuration file for each account, then set Statement Converter to prompt you for the appropriate conversion settings. Here's how:

  1. Create a conversion settings configuration file for each account:
  2. 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:

    SC_config_WellsFargo_CC_BUSINESS.txt and

    SC_config_WellsFargo_CC_PERSONAL.txt

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

    SC_config_USAA_BA-1234.txt and

    SC_config_USAA_BA-5678.txt

    Another example:

    SC_config_AmericanExpress_CC-Joe.txt and

    SC_config_AmericanExpress_CC-Sally.txt

      Note:
    • It is best to name your files by adding helpful reminder text to the end of the filename, just before the ".txt".
    • Be sure to keep the "_config_" and "_BA" or "_CC" in the filename, so the file shows in the list of choices.
  3. Set Statement Converter to prompt you for which conversion settings to use:
  4. From the "Convert to QB" menu, select "Preferences..." and check the box. Each time you convert a statement, the program will ask you to select the conversion settings as shown in Step 3, below.

    Preferences menu Set preferences
  5. Convert a statement:
  6. When you convert a statement, the program will now prompt you to select the conversion settings you wish to use, as shown here:

    Prompt for conversion settings

    If you decide not to convert, click "Cancel conversion". If you select the wrong file by mistake, simply convert the statement again before importing it into QuickBooks.

    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.

Tip: After entering the configuration for one account, you can copy your settings to a new file by using the "Save settings as..." entry:

Save settings as...

You may also manually copy your first config file to a new one.

How do I...? Can I...?

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

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