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jwarrillow
June 15, 2021
Question

How can I match an invoice with an already-reconciled payment?

  • June 15, 2021
  • 2 replies
  • 0 views
The invoice was sent and the payent was received the same month (8/2020), but the payment was not matched to the invoice at the time of reconciling. How can I match them now?

    2 replies

    Rubielyn_J
    Rubielyn_J
    June 15, 2021

    I'm here to help you match an invoice to its payment in QuickBooks Online, @jwarrillow.

     

    Once you received customer payments, you'll need to record and categorize the payment in QuickBooks Online. This connects the payment transaction to the original invoice so your accounts stay balanced.

     

    But before that, may I also ask how did you record the payment? I appreciate any extra information you can give and it will help us isolate the issue and provide the best solution.

     

    To link the invoice to the payment, simply follow the steps below:

     

    1. Go to the +New button.
    2. Choose Receive Payment under Customers.

    3. Select the name of the customer from the drop-down menu.
    4. Enter the payment method.
    5. Under the Outstanding Transaction section, click Filter.
    6. Modify the date range so narrow down the result.
    7. Select the invoices.
    8. Make sure to review the amounts under the Payment column.
    9. Once done, click Save and close.

     

    For more details, you can check this article: Record invoice payments in QuickBooks Online. This provides steps on how to receive and classify invoice payments in QuickBooks Online.

     

    Once done, you can categorize and match it with the downloaded bank transaction. 

     

    Let me know if you have other questions about matching the invoice to its payment in QuickBooks. I'll be more than happy to lend a helping hand. Have a great day ahead.

    CaitPHG
    CaitPHG
    November 14, 2022

    I need help with this. The Keywords being: ALREADY RECONCILED. I have a mobile check deposit. It was never applied to an invoice. The invoice has been appearing Outstanding. How do I apply the RECONCILED mobile deposit in my register, to the unpaid invoice? Can I simply "Unmatch" it from the Categorized Trans and then match it properly to the open invoice, Save & close? 

    MariaSoledadG
    MariaSoledadG
    November 14, 2022

    Let me guide you on how you can match the deposit to the correct invoice, CaitPHG.

     

    Yes, you're correct. You can unmatch the mobile check deposit and match it to the correct invoice. But before doing, so you'll have to manually edit the reconciled transaction first. Please take note the screenshot I've provided is my QBO sample account in the US version but will work just the same as in the International version:

     

    To manually edit the transactions, you can follow the steps below:

    1. Click Accounting from the left menu, then select Chart of Accounts.
    2. Find the bank account from the list and click View register.
    3. Click the Check column until it shows blank or cleared. 

    4. Click Save.

     

    Once done, you can now unmatch the transaction, then match it to the correct invoice. Then, change the status again of the deposit to reconciled (R)

     

    Also, you'll also have to consider and take note of the specific invoice that was previously matched. Since you'll be unmatching the deposit and applying it to the correct invoice, the previous invoice will now be left open and will show as unpaid in status. 

     

    Furthermore, QuickBooks automatically generates a reconciliation report for each session. You'll want to view, export, or print the report for your reference. I've added this article for more details: How Do I View, Print, or Export A Reconciliation Report?

     

    Keep me posted if you have any questions about reconciliation or matching your transaction. I'll be right here to help.

    Rubielyn_J
    Rubielyn_J
    June 16, 2021

    Hi, @jwarrillow.

     

    Hope you’re doing great. I wanted to see how everything is going about matching an invoice to reconciled payment concern you had the other day. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at any time.

     

    Looking forward to your reply. Have a pleasant day ahead!

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