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sammi-eastcoastc
August 3, 2021
Question

Changing a payment type for recorded expense?

  • August 3, 2021
  • 1 reply
  • 0 views

I have expenses that auto-populate in QBO as being paid by check, but they are actually paid by check card (Debit card). I would like to change these to show up as expense rather than check under type, but cannot find a way to do so. Would appreciate any help or insight here! 

1 reply

J
jamespaul
August 3, 2021

Hello, Sammi. 

 

I'll share a detail or two about changing the payment type for your expenses. I'll also help you take care of them. 

 

Are you referring to the entire transaction itself? Once a transaction is recorded, QuickBooks will keep using original transaction type. Though, one way to change it is to delete and recreate the checks as expenses. 

 

Simply open one of the checks, click the More button at the bottom of the page, then select Delete.

 

Recreate it as an expense by clicking the + New button, then selecting Expense. 

 

However if you're referring to the payment method itself, the Check type doesn't have a payment type or method. It's actually its own payment method.

 

If needed, you can delete and recreate it as an expense again, then set the correct Payment method as you record it. 

 

Also, you mentioned something about those expenses auto-populating. So if you're using an app to import those expenses, you'll want to check and change its settings.

 

Ensure that those that are paid by check card will be ported as expenses instead of checks. 

 

After taking care of those expenses, do you need to do your reconciliation routines? Check this article out if you need help: Reconcile an account in QuickBooks Online.

 

I'd be happy to show you a thing or two again about managing your expenses in QuickBooks Online. Just reply here and I'll get back to this thread. I can also help you out with any other concerns you might have. 

S
sammi-eastcoastcAuthor
August 3, 2021

Thanks so much for the quick reply! We are using the Bank to QBO integration between our United Bank checking account and Quickbooks. When a charge on our debit card is logged in the bank it shows up as 'Check Card', but rather than populating as a card or general expense in QBO, it shows up as being paid by check. 

 

We have many of these expenses already logged so it would be incredibly time consuming to go back and individually delete and relog them. Is there a way to set a rule so that when QBO is importing our expense from the checking account that they populate as 'Expense' rather than check moving forward?

DivinaMercy_N
DivinaMercy_N
August 3, 2021

Thanks for getting back here, @sammi-eastcoastc.

 

Creating bank rules for your online banking transactions is easy with QuickBooks Online (QBO). To do so, please refer to these steps:

 

  1. Navigate to the Banking/Transactions menu. Then click the Rules tab.
  2. Select New Rule.
  3. From the What do you want to call this rule? field, enter a name for the rule.
  4. In the Apply this to transactions that are dropdown, choose Money in or Money out.
  5. From the In the dropdown, select your checking account.
  6. Set the rule conditions. You can set a single rule with up to 5 conditionals. Set and include the following, then click + Add a condition.
  7. From the Conditions fields, specify whether the rule applies to Description, Bank text, or Amount. Then select Contains, Doesn't contain or Is exactly to decide how QuickBooks applies the rules.
  8. Select the settings for the rule. Pick the Transaction type, Category, Tags, and the Payee to apply.
  9. Once done, click Save.

 

The rules will be applied automatically to your transactions under the For Review tab. For your reference, please visit this article: Set up bank rules to categorize online banking transactions in QuickBooks Online.

 

In case you're ready to reconcile your transactions to guarantee that your bank balance and QBO are matched, check out this link for the detailed steps: Reconcile an account in QuickBooks Online. 

 

I am always around if you need more help in adding bank rules in QBO. Feel free to leave a response below. Have a good one.

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