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ConA
December 26, 2023
Question

deposited payment does not show in quickbooks desktop

  • December 26, 2023
  • 1 reply
  • 0 views

Hello, Happy Holidays to everyone! I hope someone can give me an advice. I show a past due invoice that was actually paid and the check was cleared in 2022 (I have a check and a bank statement). It was reconciled originally. Not sure what happened. However, I have noticed this month. The year of 2022 is closed. I do not know how to correct my records now. What would you recommend? Thank you. 

1 reply

JenoP
JenoP
December 26, 2023

Good day, ConA. I understand that you need some help with a missing deposit in QuickBooks Desktop. 

 

You can use the Audit trail report to check what happened and why the invoice is tagged as past due. 

 

This report records the history of all changes made to your QuickBooks Online data, including edits to transactions, customer records, invoice terms, payments received, user access, and more.

 

Here's how:

 

  1. Go to the Reports menu at the top and look for Accountant & Taxes.
  2. Select Audit Trail.
  3. On the report screen, click Customize Report.
  4. Go to the Filter section and type in Transaction Type in the Search bar.
  5. Click the drop-down list for Transaction Type and select Payment or Deposit.
  6. Add more filters such as Date, Names, and Amount.
  7. Click OK. 

 

To resolve this missing deposit issue, take a look at the details listed in the State column of the Audit Trail report for that transaction. This will show you if the deposit was:

 

  • Deleted - If so, you can recreate the deposit entry with the same amount and details.
  • Modified - If changes were made, review what was adjusted and then reverse or redo those edits on the deposit to restore it accurately.

 

Checking that State history will pinpoint if the deposit was removed or altered so you know how to get it back on the books correctly. 

 

Let me share this support article with more details on managing transactions that were deleted/re-entered after the previous reconciliation: Reconcile Previously Deleted and Re-entered Checking or Credit Card Transactions.

 

If you have any questions while reviewing the Audit Trail or recreating the deposit, please don't hesitate to reach out, ConA. We are always available to assist whenever you need it. Happy holidays!

C
ConAAuthor
December 26, 2023

@JenoP Thank you! It was helpful to see that the payment transaction shows exactly on the date the check was deposited. But when I look in Receivables, it is still showing me an outstanding balance... What should I do? I appreciate your advice.

JessT
JessT
December 26, 2023

It's good to know that you got the initial assistance from my colleague, ConA.

 

Regarding your invoice, this issue occurs when the deposit isn't linked to the invoice. For instance, a transaction on the Bank Feeds was added to the bank register instead of being matched to the invoice. Another cause is when a separate bank deposit was created instead of making a Receive Payment transaction for the invoice.

 

To address this situation, you'll want make changes on your record even if the closed period is closed. You can create a Receive Payment transaction for the invoice, deposit it into your bank account, and mark it as reconciled. Afterward, you can delete the original deposit. You can perform these steps even in a closed period. Just enter the password when prompted upon making  changes. However, it's crucial to back up your company file before making any modifications.

 

Please don't hesitate to go back to this thread if you have other questions in mind. Take care and have a good one!

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