Skip to main content
B
Bookeeping101
January 5, 2021
Solved

Matching Banking / Credit Card Entries to Bill

  • January 5, 2021
  • 1 reply
  • 0 views

I'm new to Quickbooks Desktop, but have experience with the Online version.

 

I have Bills set up that I want to now match the credit card and banking records for payment.  What is the best way to link these? 

 

-  I can't seem to figure out how to use the "Match" button at the bottom of the Bank Feed screen.  I highlight a row in the "Downloaded Transactions" section and click it, but get this message "To match a downloaded transaction to one in your Quickbooks you first need to select a transaction in your Quickbooks".  How is that done?

- I've also tried highlighting a single row and clocking "Add One to Quickbooks" and then "As a payment for a previously created bill, using the Pay Bills window".  This seems to work (shows the bill as paid and the banking record as Matched), but why does it show as a "Bill Pmt-Cheque" type on the Bill Tracker screen.  These aren't cheques.  

 

Is there any other simpler way to do this that I am missing?  Thank you in advance for any assistance.  

Best answer by LauraAB

Thank you, Laura!

Those instructions work for getting to the Canadian forum.  Previously I was going to the "Community" header and selecting "Ask the Community" in the drop down.  Seems to work on the US site, but not the Canadian.  

 

I have matched them following your recommended process before, it works.  I just wondered if I was missing something more  (I guess I'm not!).

 

Related question:  My matched transactions are all coming in as "Bill Pmt-Cheque" Types on the Bill Tracker screen (but the Number says "Debit".  I just tried "Deleting Bill Pmt-Cheque" in the top section of the Bank Feed to redo it to confirm I hadn't left it as a cheque type during the matching process.  While it's deleted from the top and shows as unpaid on the Bill Tracker screen, it doesn't show back up in the Downloaded Transaction table so I can rematch it.  How do I get it back?

 

Since you were so helpful here, I have another live discussion regarding issues with getting the Banking Feed to update.  Not sure if this is also different because I'm in the Canadian version and maybe you can help me out?

https://quickbooks.intuit.com/learn-support/en-us/banking/re-updating-bank-feed-issues/01/749397/highlight/false#M51990


You're very welcome! I'm glad to hear those steps helped get you to the Canadian Community. Thanks for the insight on the steps you took previously and how they're not working now. I can definitely bring that up to the Community moderator to look into to make sure that you're able to ask questions as easily as possible.

 

It's good you came across those steps to match previously. It doesn't hurt to check in on whether you're doing things correctly in your books, and, in this case, I can confirm those are the correct steps and you're not missing anything! If you'd like to share feedback about this process with our product development team at all, feel free to send some feedback by going to the Help menu in QuickBooks Desktop, then choose Send Feedback Online. Comments left through that portal are forwarded for consideration in future updates.

 

When it comes to paying bills in QuickBooks Desktop, the program uses Bill Pmt-Cheque by default, even if you choose a different Method from the drop-down menu on the Pay Bills window. When you choose a different method other than cheque as the payment type, the program allots that information to the No (number) field for your reference. This happens whether you match the payment from the bank feed or simply manually create a bill payment through the Pay Bills feature from the Home window. So, the fact that the program is doing this is not cause for worry on your part.

 

Since you deleted the bill payment, the easiest way to re-enter it is to manually create it using the steps here: Pay bills in QuickBooks Desktop. Since you had previously matched the transaction from the downloaded transactions, the program considers that one taken care of. To bring it back to that area would mean re-downloading the statement. Given it only sounds like it's a single transaction you're dealing with here, the manual creation will be the faster route. Redownloading the statement would bring in all the other transactions as well, even if you've already dealt with them previously.

 

Finally, for your concerns on the other thread, I see my colleague has responded to you there with the advise to connect with our support team outside of the QuickBooks Community. That may be the best course of action for that situation given what you've described about going to the banking website to get the new transactions and then nothing happening when it gets back to QuickBooks Desktop, even if you set it up as a new connection. It'll be helpful to see that sort of thing in action, and it may mean that there's something else going on. Our team will be able to work with you to figure it out.

 

My colleague left you the options for contacting support on his response, or you can reference the information I shared with you in my first response on this thread. Let me know if you have more questions or concerns about any of what I've mentioned here. :)

1 reply

C
ChristieAnn 11
January 6, 2021

Hi there, Bookeeping101.

 

Welcome back here in QuickBooks Community. I'll provide information and steps to ensure that you're able to properly match your transactions in QuickBooks Desktop.

 

It could be the message you receive " To match a downloaded transaction to one in your Quickbooks you first need to select a transaction in your Quickbooks" is caused by unchecking the box option beside the Status column from your downloaded entries. That said, I suggest making sure that you're able to checkmark the box. And, choose the drop-down arrow in the Action column. From there, you'll have the option to choose Match to existing transactions. Once done, please follow the steps below to finish the process.

 

  1. Choose the matching transaction. Then, select Save and add to register.
  2. If the amount doesn’t match, select Resolve to split entries to balance the remaining amount. You can also add resolving split entries in an existing posted transaction for deposits and payments.
  3. If you’re matching a money-out transaction to existing bills, edit the amounts under the To Pay column to indicate full or partial payments against bills.
  4. Hit Save and add to register to add the transaction to your books.

 

 

 

 

For additional information, you can click this article: Add and match Bank Feed transactions in QuickBooks Desktop.

 

On the other hand, the paid bill shows as a "Bill Pmt-Cheque" type because the payment method used when the time bill is going to pay is a Check. With this, you can go to the Vendor Center and locate the bill payment to verify the payment method used. 

 

Here's how:

 

  1. Click the Vendors menu at the top. Then, choose the Vendor Center.
  2. Select the Vendor tab. Then, type the name of the vendor in the search icon.
  3. From the Vendor Information, find the bill payment. And, you're able to verify the payment method used. 

 

 

 

 

Please refer to this article to see different Bank Feeds errors in QuickBooks Desktop and how to fix them: Fix OL and OLSU Bank Feeds errors in QuickBooks Desktop.

 

Let me know if there's anything else you need help with. I'm always here to back you up. Keep safe!

B
Bookeeping101Author
January 6, 2021

Than you ChristieAnn.  My version of Quickbooks Desktop Pro (2020) looks different than what you're showing me.  

 

On the Banking Feed screen, I don't see any checkboxes in the Downloaded Transaction field (attached photo).  Does it work differently in this version?

 

With regards to the Vendor Information screen, it does show as a Bill Pmt-Cheque (attached photo).  I'm nearly positive that I chose Direct Debit from the Bank Account (hense the Num field shows Debit), but I would like to double check.  Can I go ahead and delete the Bill Payment from the Bank Feed screen to redo it (despite the warning given) or will it cause issues?  Is there any other way to change it after it's been posted?

 

Thanks again for your help,

 

Terms & ConditionsAccessibility statement