How to mark transactions as cleared in QuickBooks

The best way to mark transactions as cleared in QuickBooks desktop is to do a bank reconciliation to match against the actual bank statement received from your bank, once the reconciliation is complete then QuickBooks will mark the transactions as reconciled and cleared.  If for another reason you want to batch update the cleared status of transactions in QuickBooks desktop then that is possible using Zed Axis to export out the transactions out to Excel then import them back in to modify the cleared status of those transactions.  Updating the cleared status of transactions can have significant impacts on historical and future reconciliations in QuickBooks so we recommend that you take regularly backups of your company file and if in doubt consult your ProAdvisor or CPA.

Follow these steps:

Step One: Export out the transactions that you wish to update the cleared status

  1. Connect Zed Axis to your QuickBooks company file
  2. Click on the Export tab and select the type of transactions you would like to export along with a date or reference number filter
  3. Save the exported transactions to and Excel file.

Step Two: Update the cleared status of those transactions

  1. Open the file you saved in Step One and add a column for Cleared Status and add either; Cleared, NotCleared or Pending against each transaction and save the file
  2. Click on the Import tab and browse to the file
  3. Add a new mapping for ClearedStatus  and map the following fields
    1. Txn ID = TxnID
    2. Cleared Status = Cleared Status
  4. Click on import and Axis will update the cleared status of those transactions

    Note:  Marking transactions as cleared will not associate these to your bank account statement in your bank reconciliation

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