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Carole Carlo
July 2, 2024
Question

Paying multiple invoices with one payment showing in the bank register

  • July 2, 2024
  • 1 reply
  • 0 views

We have just linked our bank accounts to quickbooks online.  When matching payments or receipts each individual invoice paid or received shows on the bank register rather than the total amount.  Makes it a nightmare when reconciling to the bank statement.  Can the entries be grouped to show the total payment or receipt?

1 reply

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payment after leaving
July 2, 2024

Hi Carole Carlo Thanks for reaching out to us here on the Community. If you have a number of invoices that are open, relating to the same customer, and the total amount of the invoices has been received to the bank you can: 

1. Select/click into the transaction showing on the for review/banking page, don't select add, select find match select the invoices that relate to the total amount, select match. or

2. Manually receive payment on one of the invoices, select the other invoices that make up the total amount received, ensure the date and the bank account within the payment page is the same as that on the banking screen, save and close and then you should be able to match the amount of the payment to that on the banking page.

In relation to sales receipts you would have to ensure that the undeposited funds accounts is selected in the deposit to field, create a bank deposit from the +New icon, select the sales receipts that are relevant to the total payment received, ensure in the account field, at the top of the page, you have selected the bank account the total amount was received and the date it was received, save and close, you should be able to match the amount of the deposit to the amount on the banking screen. 

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Carole CarloAuthor
July 2, 2024

Hi, thanks for your answer.

For an example, customer ABC pays £100 for 2 invoices at £50 each;

Using option 1 in your answer

> I'm clicking on the entry in the Bank transations

> selecting the customer

> selecting match along the top this brings up a list of all open invoices

> selecting the 2 invoices at £50 each, totalling £100

> clicking match at the bottom of the screen

The result is that this shows in the bank register as 2 separate entries of £50 each.

 

If I manually receive the payments against the open invoices, it shows as £100 in the bank register.

 

G
GeorgiaC
July 2, 2024

Hi Carole, thanks for getting back to us here

 

Either method works, but it's usually easier for reconciliation purposes to record transactions in QuickBooks as they happened in real life. In this case, following the steps for option 2 to group the invoices into one payment of £100. 

 

Thanks again for reaching Intuit QuickBooks for support on the Community. If you have any further queries, please post these below. 🙂 

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