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bsuess2
April 30, 2019
Solved

Payment missing when trying to match to a deposit

  • April 30, 2019
  • 3 replies
  • 0 views

Hello, I am trying to match a client payment to a bank deposit but the payment or the corresponding invoices are not listed to match to.    I see the invoices are paid, how can I find out if they have been matched to another deposit?  Are there any other reasons why they would not be listed?

 

thanks!

Best answer by AlcaeusF

Hello bsuess2,

 

Welcome to the Community. I'd be glad to lend a hand with your question about matching bank transactions in QuickBooks Online.

 

Since the invoices are showing the Paid status, I recommend checking the bank account you use for the transactions. You can run the Transactions List by Customer report to locate the invoices and their payments.

 

Here are the steps:

 

  1. On the left panel, click Reports.
  2. In the search bar, type in Transaction and select Transaction List by Customer.
  3. Choose a date range.
  4. Click Customize.
  5. Go to Filter.
  6. Put a check mark beside Transaction Type.
  7. Click the drop-down arrow, then select Invoice and Payment.
  8. Click Run report.

You can open the invoice from the report to check the payment and the bank account used. You can view the sample screenshot below for your visual reference:

 

 

To ensure they will be on the list, please make sure that the transactions:

  • Hasn't been reconciled.
  • Was entered using the same bank account.
  • Wasn't matched to another downloaded transaction.

For additional insights into matching transactions, such as finding the match, I'm adding the article I recommend (scroll down to Find matching transactions):

 

Add and match downloaded banking transactions.

 

I'll keep an eye out on your response regarding matching transactions from Bank Feeds. The Community is always available to help.

3 replies

AlcaeusF
AlcaeusFAnswer
May 1, 2019

Hello bsuess2,

 

Welcome to the Community. I'd be glad to lend a hand with your question about matching bank transactions in QuickBooks Online.

 

Since the invoices are showing the Paid status, I recommend checking the bank account you use for the transactions. You can run the Transactions List by Customer report to locate the invoices and their payments.

 

Here are the steps:

 

  1. On the left panel, click Reports.
  2. In the search bar, type in Transaction and select Transaction List by Customer.
  3. Choose a date range.
  4. Click Customize.
  5. Go to Filter.
  6. Put a check mark beside Transaction Type.
  7. Click the drop-down arrow, then select Invoice and Payment.
  8. Click Run report.

You can open the invoice from the report to check the payment and the bank account used. You can view the sample screenshot below for your visual reference:

 

 

To ensure they will be on the list, please make sure that the transactions:

  • Hasn't been reconciled.
  • Was entered using the same bank account.
  • Wasn't matched to another downloaded transaction.

For additional insights into matching transactions, such as finding the match, I'm adding the article I recommend (scroll down to Find matching transactions):

 

Add and match downloaded banking transactions.

 

I'll keep an eye out on your response regarding matching transactions from Bank Feeds. The Community is always available to help.

B
bsuess2Author
May 1, 2019

Thank you, I figured it out!

M
Mjenkins2
November 10, 2022

I'm using regular QB (not the online version) and I'm also having trouble. I can see that the credit card transaction was completed but it's not showing up in our check register for the bank account it went into.  When we go to reconcile the account the amount isn't there.  (Even though it IS listed if you do a search for it, but it comes up as "undeposited funds".  It is paying the invoice.

 

Any help you can give would be appreciated.

G
GebelAlainaM
November 10, 2022

It's my pleasure to help you with your concern, @Mjenkins2. I'll share further details to get this sorted out.

Undeposited funds is a different asset account that QuickBooks employs as a special, short-term holding account before you deposit payments into the bank. When the payment has already been deposited, the Undeposited amounts are automatically removed.

It's likely that the box to automatically deposit payments into Undeposited money is checked in your circumstance. We may access the transaction under the Undeposited funds and head to the Deposit to section to see where it is being deposited. Altering it will deposit it to the proper account.

Furthermore, if you follow the workflow to receive payment for an invoice in QuickBooks, it will automatically put the transactions into the Undeposited Funds. You'll want to deposit it to the correct bank account, we can record or make bank deposits to combine payments.

Here's how:
 

  1. On the Homepage, select Record Deposits / Make Deposits.
  2. From the Payments to Deposit window, choose the payments you want to combine and click OK.
  3. In the Make Deposits window, select the account you want to put the deposit into from the Deposit to dropdown.
  4. Review the deposit total and ensure the account and selected payments match the deposit slip from your bank. Use your deposit slip as a reference.
  5. Enter the date you made the deposit at your bank.
  6. Add a memo as needed.
  7. Then select Save & Close.
     

You can refer to the following articles for additional details:
 

Moreover, once everything is settled, you might want to utilize this link for reference for future purposes: Reconcile an account in QuickBooks Desktop.

If you need further assistance, you can always tap the Reply button and I'll get back to you as soon as possible. Have a good one!

M
Mjenkins2
November 10, 2022

Thank you.  This is great information.  I do need to explain a bit more though... when I click on the undeposited funds line item (when doing a find for the amount), it opens into a customer payment.  It doesn't open into a "make deposit" window.  So I don't have the option to choose a bank.  Yet, I do need to choose a bank because that's my problem.

T
Truckrepair1
August 24, 2023

Helloo company paid me with a checking account , yesterday but its not showing that its payed for , invoice number 260088

Rubielyn_J
Rubielyn_J
August 24, 2023

I'm here to help you resolve this matter and ensure the payment is recorded accurately, @Truckrepair1.

 

Let's work together to get to the bottom of this and make sure everything is properly accounted for.

 

It's possible that the payment was not linked to the invoice appropriately. May I know how you record the payment in QuickBooks Online? Any additional information you can provide would be greatly appreciated. 

 

If you're referring to a deposit, we can modify the account linked to Accounts Receivable (A/R). Then, we can connect the payment and the invoice using the 'Receive Payment' feature.

 

Let me show you how: 

 

  1. Select + New and choose Receive payment.
  2. From the Customer dropdown, select the name of the customer.
  3. From the Payment method dropdown, choose the payment method (credit card, debit, PayPal, Venmo, or ACH bank transfer).
  4. From the Deposit to dropdown, click the account you put the payment into.  
  5. In the Outstanding Transactions section, select the checkbox for the invoice you're recording the payment for.
  6. Enter the Reference no. and Memo if needed.
  7. Click Save and close.

 

If you make a bank deposit with several checks in a single deposit, you can also utilize the Undeposited Funds account to record the payments in QuickBooks. This allows you to group multiple payments into one deposit transaction in QuickBooks. 

 

Please don't hesitate to reach out if you have further concerns about recording invoice payments. Your satisfaction is our priority, and we're here to provide the support you need. 

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