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Dawn_at_Throw_Pink
September 1, 2022
Question

Managing duplicate receipts

  • September 1, 2022
  • 1 reply
  • 0 views

When QuickBooks online suspects that a receipt is a duplicate, it gives you no other option than to delete that receipt. When I try to look at the picture of the invoice by clicking the little receipt icon, it's so small I can't even begin to see what it says. Why aren't we given any other options for possible duplicate receipts? What if I really need that receipt for something? I am working with other colleagues that send those receipts into Quickbooks so it's not feasible to just attach a copy of it.

1 reply

R
RCV
September 1, 2022

Let me share some information on how we can handle duplicate receipts in QuickBooks Online (QBO), Dawn_at_Throw_Pink.

 

The captured receipts will not appear in the For Review tab since they are intended to be matched to the existing transaction in QBO and added directly to the register. They have the same function as downloading bank transactions which you can also add or match. To avoid duplicates, we can delete the receipts then match or add them. Additionally, voiding or deleting the one that was already recorded in the program is another option.

 

Here's how you can void or delete a duplicate:

 

  1. From the menu, select Sales or Expenses.
  2. Look for the transaction and open it.
  3. Review the transaction. Make sure you need to void or delete it.
  4. If you want to include the void or delete date, add a note to the Memo or Message section.
  5. In the footer, select More.
  6. Tap Void or Delete.
  7. Press on Yes to confirm.

 

For more details, feel free to review this article: Void or delete transactions in QuickBooks Online. You may also save a copy of the receipts before deleting them by doing a screenshot and save them on your computer to have a record of them. If you don't want to delete the receipts, I'd suggest consulting your accountant on how to properly handle this one in QBO. 

 

Also, you may review duplicate entries upon reconciliation based on how you categorize them from the list of downloaded transactions. Say QuickBooks already found an exact match of an entry and you also accept them at the same time. Just clear them and delete the duplicates directly on your account register. Let me show you how.

 

  1. Go to Accounting.
  2. Select your bank account.
  3. Under ACTION, select View register.
  4. Choose the transactions in question, one at a time.
  5. Select Delete.
  6. Click Yes.

 

For future reference, this reference contains topics that will guide you on how to properly handle bank transactions: QBO self-help articles. This includes managing your online banking, reconciling entries, excluding duplicate data, etc.

 

If you have any additional QuickBooks-related concerns, feel free to click the REPLY button below. I'm more than willing to assist you again to improve your experience here in QuickBooks. You have a good one.

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