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qbcsc
April 15, 2020
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Expense Transactions list - why in the F*&$ is there not a column to show if the expense has already been matched, or a filter to allow you to show those not matched?

  • April 15, 2020
  • 1 reply
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    Best answer by smallbiznumbers

    Thanks for trying again, but you have answered the question BACKWARDS, not how I presented it. Reconciling an account, WILL NOT HELP. I understand how to reconcile, been doing it a long time.

     

    I'll give you an example, even though the it really should not matter why, I just want a FILTER OPTION in the expense transaction list that solves all the problems!

     

    Example:

     

    I do NOT have a SINGLE transaction in a SINGLE bank account that I cannot find a match for, but INSTEAD I have several bank/checking ACCOUNTS with several transactions that are not yet matched for the past couple weeks, and several expenses. I have RECEIPTS THAT WERE EMAILED IN TO THE RECEIPTS FEATURE OF BANKING, or entered in manually, that have been reviewed, that have been categorized, and have created expenses.

     

    So lets recap, several receipts were used to create several expenses. I now have several expenses in the expense list, some of which have not been matched, maybe several, and some transaction in bank accounts that are not matched. Some receipts may have been combined to make a single payment (why write 7 checks when I can write 1?).

     

    So, what if I am not a 100% perfect human, and I mistakenly put an expense in with a "pay from" account that was not correct? What if I mistakenly put in an amount incorrectly (typo) because the receipt was not read in by the receipts feature? What if 500 other things I could waste all our time on happened?

     

    If I had a filter option in the expenses list, I could IMMEDIATELY, figure out the mistake. This is trivial.

     


    Hi @qbcsc

     

    Just to clarify, you’re looking for a way to filter for the “open” expense transactions that haven’t cleared any of the bank accounts, so that you know which ones need to be fixed. Am I understanding you correctly?

     

    I don’t think there’s a way to filter from the Expenses tab, but you can filter for these transactions using reports.

    1. Select Reports in the left navigation panel. Then select Balance Sheet
    2. Change the report date to “All Dates” and select Run Report
    3. In the balance sheet, select the amount in the “Total Bank Accounts”. This will pull up the detail for all the transactions recorded in all the bank accounts
    4. Select Customize
    5. In the Filter section, look for “Cleared” and select Uncleared. Run Report

     

    This will give you a list of all the bank transactions that haven’t cleared the bank (or haven’t been “matched” to any transactions on the bank statements). You can click on any transaction in the report to view and edit.

     

    You can also save the customized report so that use can reference it any time you need.

    1. Select Save customization
    2. Name the custom report and Save
    3. To access report, select Reports in the navigation panel. Then select the Custom Reports tab in the header section. The report will be listed here

     

    Not sure if this answers your question…

    1 reply

    Rejeil_O
    Rejeil_O
    April 15, 2020

    Welcome to Community @qbcsc,

     

    QuickBooks Online automatically downloads your recent transactions. Then it shows you if they match any records you’ve already recorded in QuickBooks Online. You can see that transaction under the For Review tab. Let me walk you through how to locate the transactions:

     

    1. On the left panel, go to Banking.
    2. Select the Banking tab.
    3. Choose the blue tile for the account you want to review.
    4. Select the For Review tab.
    5. Under the Category or Match column, you can see the match and unmatch transaction.

    You can view this screenshot for your reference.

     

    I've also added an article if you need help on how to match and categorize your bank transactions: Match and categorize bank transactions in QuickBooks Online.

     

    In case you need help reconciling your account, please refer to this article: Reconcile an account in QuickBooks Online.
     

    If you have other concerns, just leave a message below. I'm always here to help. Have a good one!

     

     

    Q
    qbcscAuthor
    April 15, 2020

    Thanks for taking the time, but this is the opposite of what I was trying to find out. I mentioned that I was looking at expense transactions, trying to find which of them had not yet been matched. 

     

    For example, if I get X receipts that I need to enter for different employees at different times (I'll avoid setting up the scenario of why this can happen, because it does), why cant I look at all the expenses, and jsimply select in the filter "unmatched".

     

    This would solve entry errors for amounts, combined amounts for multiple receipts all from one employee that were aggregated into a single check, ACH payment, expense report, and 1000 other things I can list here.

     

    When I MANUALLY click on each expense I can see that, and after wasting 4 hours the other day doing so, finally found the entries that I needed to, which could have been found in 1.3 seconds had this simple option been in the filter, or a column in the display that was sortable (like payee, method, source, etc.)

     

    I have no problems understanding reconcile, only wit the toold provided to debug an account that will not reconcile.

     

    Simple addition to filter, immediately solves thousands of issues.

     

    Thanks,

    Marty

      katherinejoyceO
      katherinejoyceO
      April 15, 2020

      Thanks for coming back, @qbcsc. I appreciate you for sharing your sentiments about the tools used in reconciliation. 

       

      You can use the filter to show all the transactions that haven't matched with your statement yet. Here's how: 

       

      1. In the Reconciliation page, select the Funnel icon above the Date column. 
      2. In the Cleared status drop-down list, select Not cleared. 
      3. Select any expenses transactions in the Transaction Type drop-down. 
      4. Select the Payee in the drop-down.
      5. Click Apply whenever you're ready. 

       

      Form there, it would be easier for you to track and match the transactions. 

       

      For future reference, follow and use our reconciliation guide to help you reconcile your account with QuickBooks. It also includes helpful links related to reconciliation. 

       

      Let me know if you have additional concerns. We're always delighted to help. 

       

       

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