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kvngrffn
December 8, 2021
Question

Credit Card Transaction From Bank Applied to Multiple Bills From Same Vendor

  • December 8, 2021
  • 1 reply
  • 0 views

I have bills from a vendor properly recorded in QBO. A credit card charge was processed by our vendor for 2 separate invoices as one total amount. 

 

The credit card charge listed under Transactions->Banking does not allow me to indicate which bills it should be applied against. Clicking 'Review' and the 'Find Match' radio button pulls a screen showing no matching transactions for the search criteria, regardless of the date range or transaction type we search for (all, Open Bills, Expenses, etc..).  This appears to be a dead end.

 

I have also gone through the 'Pay bills' function and processed a payment against the correct credit card account, selecting the two bills to be paid and dating it to match the processed date from the bank feed. Even after having a single specific transaction that specifically matches the item from the bank feed, the system does not find any transaction to match against.

 

How do I properly assign this credit card charge against these two bills that are still showing as open, to clear it from the transactions feed and to close out those bill payments?

 

1 reply

R
Rea_M
December 8, 2021

I'll make sure you're able to match your downloaded credit card transaction against two of your vendor bills in QuickBooks Online (QBO), @kvngrffn. This way, you can keep your accounts updated and manage your expenses accordingly.

 

When you connect your bank and credit card accounts, QuickBooks automatically looks for and tries to match your downloaded transaction with the ones you've already entered into QuickBooks.

 

Based on the complete details you've provided above, you're already on the right track in matching the credit card transaction to your bills. Here are some of the possible reasons you're unable to match the downloaded transaction to the existing bills in QBO:

 

  • The bill is already been paid, but the account used isn't the same as the one where the match is located (incorrect bank account)
  • The payment has been reconciled
  • The transaction is already matched to something else
  • There’s a multi-currency issue with the exchange rates

 

That being said, I'd recommend checking the bills or the payment itself. Let's go to the Expenses menu's Expenses tab to do this. Here's how:

 

  1. Go to the Expenses menu and select the Expenses tab.
  2. Search for the bill and select it to open its details.
  3. Make all the necessary corrections.
  4. On the Bill page, select the Payment made [amount] link under the Payment Status section to open the payment details. From there, check the account used and make all the necessary corrections. 

 

Once you're done, go back to the Banking page's For review tab and match the credit card payment to the appropriate bills. Please refer to this article for the step-by-step guide: Categorize and match online bank transactions in QuickBooks Online.

 

Also, I'd recommend reconciling your expense or credit card account every month. This way, you're able to monitor your expenses and detect any possible errors accordingly. You can check out this article for the complete details: Reconcile an account in QuickBooks Online.

 

Let me know if you have other banking concerns and questions about managing vendor and expense transactions in QBO. I'm always around to help. Take care, and I wish you continued success, @kvngrffn.

K
kvngrffnAuthor
December 13, 2021

This suggestion does not fix the problem. The credit card transaction downloaded from the bank is a payment on two outstanding invoices.  The system will not allow for me to search for and combine those invoices into the payment using the 'Find match' radio button on the Transactions -> Banking tab:

The search bar returns no entries:

So I processed the bill payment manually against the two invoices combined to generate the following entry:

And still, despite the fact there the date, account and transaction amount all match, there is still seems to be no way to associate the downloaded transaction with the proper entry.

The transaction was previously reconciled (we do monthly) but was still showing as an unassociated item from the bank. So (post reconcile) we removed the previous transactions because they were not associated with the bank feed entry. We recreated the entry as a 'Bill Payment' as shown above.  Now, the reconciliation is off, and the entry is still not matching with the transactions.

How do we fix that?

R
RCV
December 13, 2021

Thanks for coming back, kvngrffn.

 

I appreciate you for providing us with in-depth details and screenshots of your concern. This helps us better isolate the banking issue. There are cases where some of the transactions can’t find their match from existing records. Here are the possible reasons why.

  • The amounts don't match
  • The dates don't match or are not close
  • The bank account on the payment is not the same as the bank where the match is located
  • The payment has been reconciled
  • The transaction is already matched to something else

 

In QuickBooks Online (QBO), we can Add the transaction if QuickBooks didn’t find an existing matching transaction. Instead, it started a brand new transaction for you using the info from your bank or credit card. We can refer to this article for more details on categorizing and match online bank transactions in QuickBooks Online. Then, go to Add a new transaction section. 

 

If it is already matched, we can exclude the transactions. We can also use bank rules to automatically categorize transactions from your bank.

 

If the same thing happens, please reach out to our Customer Support Team. They'll pull up your account in a secure environment and help you with this one. You may send a message via chat, call us at a time convenient to you, or we’ll get in touch with you instead. To ensure we address your concern, our representatives are available from 6:00 AM to 6:00 PM on weekdays and 6:00 AM - 3:00 PM on Saturdays, PST. See our support hours and types for more details about this one. Here's how to reach them: 

  1. Go to the Help menu at the upper right.
  2. Select Contact Us.
  3. Enter your concern.
  4. Click Let’s talk.
  5. Choose Get a callback. 
  6. Type in your contact info.
  7. Select Confirm my call.

 

Feel free to visit our Banking page for more insights about managing your bank feeds and reconciling accounts.

 

I'd like to know how you get on after trying the steps or after contacting our support, as I want to ensure this is resolved for you. Just reply to this post and I'll get back to you. You have a good one.

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