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M
MBear
June 10, 2021
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Manually entering a bank deposit and matching to invoice payments

  • June 10, 2021
  • 1 reply
  • 0 views

Hi there,

would appreciate a hand if possible please....

My bank feed omitted 2 deposit transactions, as they are more than 90 days old I know I need to enter manually or by CSV file.  I chose manual entry and followed the instructions in this tutorial (link below)

https://quickbooks.intuit.com/learn-support/en-au/import-transactions/manually-upload-transactions-into-quickbooks-online/00/263292

The 2 deposits now show up in my Chart of Accounts 'Sales' account 'quick report' - listed as deposit

So far so good...

My confusion is in matching to invoices

As the deposits are for various invoices - when my bank feed comes through automatically, I 'match' the payment to the various invoices. 

However in entering the deposit manually I don't know how to match to the invoices.

Perhaps I've done something wrong as I'm a newbie.

Any help would be hugely appreciated :)

Many thanks. Mama Bear

 

Best answer by MirriamM

Welcome to the QuickBooks family, MBear.

 

I'd be happy to share information with you on how to link a deposit to your invoices. 

 

To start, let's check a few things before linking a deposit to an invoice. These are the following:

  • Ensure you've created an invoice for the customer.
  • Verify that the payment hasn't been entered and linked to the invoice.
  • Make sure the payment was entered through Bank Deposit and not through Receive Payment.

Once verified, let's find the deposit entry on your bank register, here's how:

  1. In the left menu, click Accounting. 
  2. Go to the Chart of Accounts tab. 
  3. Locate the account you deposited the payment to and select Account history.
  4. Find and select the correct deposit.
  5. Click Edit.
  6. In the Add funds to this deposit section, find the deposit.
  7. Choose the Received From ▼ dropdown, and select the customer the deposit was from.
  8. In the Account ▼ dropdown, select Accounts Receivable.
  9. Choose Save and Close.

After that, to apply the deposit entry as an invoice payment, let me show you what to do:

  1. In the left menu, click the + New button.
  2. Choose Receive Payment.
  3. Select the Customer from the ▼ dropdown. 
  4. In the Payment date field, enter the day you received the payment.
  5. Go to the Outstanding Transactions section, select the invoice you need to mark as paid.
  6. Under Credits, select the deposit.
  7. Select Save and Close.

That's it! You're now able to link a deposit to an invoice. 

 

For additional reference, I'm adding some articles which you may find helpful in the future:

Should you have additional questions about managing your transactions, let me know in the comments. I'm always here to help.

1 reply

M
MirriamMAnswer
June 10, 2021

Welcome to the QuickBooks family, MBear.

 

I'd be happy to share information with you on how to link a deposit to your invoices. 

 

To start, let's check a few things before linking a deposit to an invoice. These are the following:

  • Ensure you've created an invoice for the customer.
  • Verify that the payment hasn't been entered and linked to the invoice.
  • Make sure the payment was entered through Bank Deposit and not through Receive Payment.

Once verified, let's find the deposit entry on your bank register, here's how:

  1. In the left menu, click Accounting. 
  2. Go to the Chart of Accounts tab. 
  3. Locate the account you deposited the payment to and select Account history.
  4. Find and select the correct deposit.
  5. Click Edit.
  6. In the Add funds to this deposit section, find the deposit.
  7. Choose the Received From ▼ dropdown, and select the customer the deposit was from.
  8. In the Account ▼ dropdown, select Accounts Receivable.
  9. Choose Save and Close.

After that, to apply the deposit entry as an invoice payment, let me show you what to do:

  1. In the left menu, click the + New button.
  2. Choose Receive Payment.
  3. Select the Customer from the ▼ dropdown. 
  4. In the Payment date field, enter the day you received the payment.
  5. Go to the Outstanding Transactions section, select the invoice you need to mark as paid.
  6. Under Credits, select the deposit.
  7. Select Save and Close.

That's it! You're now able to link a deposit to an invoice. 

 

For additional reference, I'm adding some articles which you may find helpful in the future:

Should you have additional questions about managing your transactions, let me know in the comments. I'm always here to help.

M
MBearAuthor
June 10, 2021

Thanks so much MirriamM

really appreciate your help - probably very simple question, but it definitely confused me :)

Thanks again. MBear x

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