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Eric -TPA
May 9, 2025
Question

How to match both a refund and payment to one bank deposit?

  • May 9, 2025
  • 1 reply
  • 0 views

How do I match a bank withdrawal in QuickBooks online that is a both a deposit and payment?

Basically, I had a withdrawal from my bank account. The negative amount actually is three different items. One refund and two invoices being paid. I cannot seem to figure out how to properly match this to the proper items within QBO.

I have gone into the transaction and "split" it but I cannot apply the fund to the invoices being paid. If I go into the invoice and "receive payment" QBO thinks I am going paid twice and my numbers are off.  

1 reply

S
SashaMC
May 9, 2025

Hey Eric!

 

Welcome to the QuickBooks Community! I'm happy to help. Could you clarify a few things for me? First, could you share each step you're taking to match the deposit? Second, could you share if you are sending the payment to your bank register directly and then creating the deposit afterwards?

 

Knowing these things will aid us as we assist you further! I am looking forward to your response. See you soon! 

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Eric -TPAAuthor
May 9, 2025

Each morning, I log into QBO. This morning when I did there was a negative charge from my website. I logged into the website and that’s when I saw the three transactions, one a refund I processed a couple days ago and two new sales all totaling a negative amount.

Normally if it was a positive number I would have gone into Transactions, Match and then match the deposit to the two invoices.   In the case I went into Transactions and the to Match thinking I would find the refund receipt I created and the “resolve” the two invoices that got paid. However, nothing was populated.

 

As for the refund payment this is processed through the website. They then refund the money bank to the customers credit card.

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GlinetteC
May 9, 2025

In QuickBooks, refunds and payments are treated as separate transactions, so they can't be matched in a single deposit, Eric. You'll need to exclude these items and manually clear them from your register. Let's get started on organizing this.

 

To exclude transactions:

 

  1. Go to Transactions and select Bank transactions.
  2. In the For review tab, select those you need to exclude.
  3. Choose Exclude.

 

The transactions will be moved to the Excluded tab, which means they will not be added to your QuickBooks register.

 

Then, manually clear them from your register. Here's how to do it:

 

  1. Go back to the Transactions tab and select Chart of accounts.
  2. Choose the account, then click View register.
  3. Under the check mark column, click on the box until it changes to C (for Cleared).
  4. Hit Save.

 

I'm sharing this article for additional info with matching transactions in QBO: Confirm suggested matches for bank transactions in QuickBooks Online.

 

In addition, it's always essential to reconcile the account to ensure everything is accurate and updated.

 

I'm here to help if you have more questions or issues regarding bank transactions. Don't hesitate to add them in the comments, and I'll be here to assist.

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