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QBO Won't Match Receipt with Transaction, but it will Match Transaction with Receipt?

Forum|Forum|6 years ago
June 10, 2020
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Still learning how QBO's Banking works. Not at all intuitive for me. Help?

I few days ago I emailed a receipt. I confirmed it is showing in the Receipts tab. I waited for the banking transaction to show in my banking feed to see how matching works.

Today the banking transaction downloaded. Even though the Description/vendor field values and Amounts field values are identical, QBO didn't offer to match them.

First question: I thought QBO would offer to match a transaction with a receipt, automatically when the transactions are imported from my bank, if there was a match. It didn't. Is it supposed to?

QBO didn't match them, so I did it myself. Or at least I tried. From the banking feed, I clicked Find match. QBO didn't find it. I read somewhere it would find it if I Added it first. So I added it. Still no match found.

Second question: I thought QBO would offer to match a transaction with a receipt if I specifically manually told it to go look for a match and there was one. It didn't. Is it supposed to?

Lastly, since QBO didn't find the match on its own, and wouldn't find it when I told it go find it, I went to the Receipts tab. There the receipt was showing the match ("1 record found"). This clearly confirms that QBO was capable of matching the transaction and the receipt based on the data provided in each (even though the dates were off by one day), it just chose not to.

Third question: Is this the way QBO is supposed to work? If it won't find a match automatically when transactions import, and won't find it when I tell it to Find a match from the Banking review tab, will it only match a receipt with a transaction, and only from the Receipts tab, and only after I've added the transaction?

QuickBooks Online

Best answer by MadelynC

I really appreciate you for taking the time to post your concern here in the Community, @jeffbean.

Let me share some information on how QuickBooks Online banking works.

For your first question, QuickBooks Online reads the receipts, extracts information, and automatically matches to a transaction. However, QuickBooks won't automatically match them from the banking page to the receipt, unless (either receipt or banking transaction) is already added.

Sometimes if the transactions aren’t exactly the same, QuickBooks won’t find it. And it's you to manually locate and match them.

QuickBooks Online allows users to directly upload receipts to the QuickBooks Online banking center where QuickBooks will read the receipt and either match to an existing transaction or allow users to add a new one.

There some criteria that could prevent the program from matching. Kindly check these:

Verify the transaction first.
Make sure the QuickBooks Online transaction has not been previously matched to another transaction.

Once you add the receipts and bills in QuickBooks, they’ll show up in the For Review tab where you can review, edit, and match transactions. The receipts tab is where you can manage to match your expense receipts and bills all in one place.

You can read more of these articles about matching and managing receipts: Capture and categorize receipts and bills.

I also added our help articles where you can learn more about banking, account management, and many others. You can select each to view them.

If QuickBooks unable to match, try to clear your browser’s cache. There are times unexpected behavior occurs. You can always get back to me here in the forum if you have follow up questions. Please take care.

M

MadelynCAnswer

I really appreciate you for taking the time to post your concern here in the Community, @jeffbean.

Let me share some information on how QuickBooks Online banking works.

For your first question, QuickBooks Online reads the receipts, extracts information, and automatically matches to a transaction. However, QuickBooks won't automatically match them from the banking page to the receipt, unless (either receipt or banking transaction) is already added.

Sometimes if the transactions aren’t exactly the same, QuickBooks won’t find it. And it's you to manually locate and match them.

QuickBooks Online allows users to directly upload receipts to the QuickBooks Online banking center where QuickBooks will read the receipt and either match to an existing transaction or allow users to add a new one.

There some criteria that could prevent the program from matching. Kindly check these:

Verify the transaction first.
Make sure the QuickBooks Online transaction has not been previously matched to another transaction.

Once you add the receipts and bills in QuickBooks, they’ll show up in the For Review tab where you can review, edit, and match transactions. The receipts tab is where you can manage to match your expense receipts and bills all in one place.

You can read more of these articles about matching and managing receipts: Capture and categorize receipts and bills.

I also added our help articles where you can learn more about banking, account management, and many others. You can select each to view them.

If QuickBooks unable to match, try to clear your browser’s cache. There are times unexpected behavior occurs. You can always get back to me here in the forum if you have follow up questions. Please take care.

J

jeffbeanAuthor

So you've confirmed what I found: Quickbooks will match a receipt to a banking transaction, but it won't match a banking transaction to a receipt (not unless the receipt has already been matched to or added as a transaction first).

Apparently I should change my bookkeeping process to accommodate the way Quickbooks wants me to work, which is to review receipts first, match them to existing transactions or add them as transactions, then when the banking transactions download they should match.

(To correct a misconception: QBO had no problem matching the the receipt with the banking transaction, eventually, once it decided to look for it.)

J

jeffbeanAuthor

I can't believe that nearly a year later I'm still dealing with this issue.

The one part through all this that I thought QBO could do correctly was to match a Banking Transaction to an Expense that had been created from a Receipt. In reliance on this functioning, I changed my workflow: processing Receipts and creating Expenses from them before processing Banking Transactions. I had expected it to match correctly and reliably.

What I have learned over the months is that sometimes QBO will match correctly. Yet it often matches incorrectly, requiring correction. It often won't match at all, requiring manual matching. Worse, QBO will often not let me correctly match the Banking transaction with its matching expense.

At this moment I have sitting in my Expenses tab an Expense created from a Receipt. The Banking Transaction for it has been imported from the bank and is showing For review in my Transactions > Banking tab. Their Payees match. Their Amounts match. Their Dates match. Their Payment accounts match. But QBO will not, cannot, match them. Worse, QBO will not let me match these two transactions manually myself.

Not only is QBO unreliable, it is prohibiting me from doing my bookkeeping.

K

Kay_T

I put in one receipt to see if I could avoid entering it as a bill, then tried to allow the match when the bank transaction came through. When I tried to manually match the bank transaction to the receipt, there is no way to do this. It will be easier for me to either enter these as a bill or track them in my email system. This functionality will create more work, not save any.

L

llamaparty

Just to confirm, I am also having the same issue. I have tons of receipts that have been added to an expense transaction, but QBO won't Auto Match the bank feed to the transaction. I have to tediously click on each transaction in my bank feed and select "FIND MATCH". This forces QBO to look for a match, whicj 95% of the time it nails it right aweay. I mean if QBO can find the match right away, why doesnt it just Auto-Match it so I can just confirm all of my transactions IN BULK, rather than just one by one??? Taking me forever to do this for the whole year, for all of my doggone receipts!

L

llamaparty

Just to confirm, I am also having the same issue. I have tons of receipts that have been added to an expense transaction, but QBO won't Auto Match the bank feed to the transaction. I have to tediously click on each transaction in my bank feed and select "FIND MATCH". This forces QBO to look for a match, whicj 95% of the time it nails it right aweay. I mean if QBO can find the match right away, why doesnt it just Auto-Match it so I can just confirm all of my transactions IN BULK, rather than just one by one??? Taking me forever to do this for the whole year, for all of my doggone receipts!

R

Rolar

How's it coming with resolving this issue? I have lots of examples where the transaction is recent, no reason it shouldn't be found when searching for transactions. I end up printing the receipt from the receipts section and then manually adding it to the transaction.

"Search Manually" from the receipts page isnt' finding the transactions that are sitting there on the Banking Page. I've tried and reviewed all suggestion in this post and the problem is not resolved. Seems it is not resolved for the original poster.

Help. This is burning lots of time I don't have and I'm very frustrated.

C

Carneil_C

I appreciate you for joining the thread, @Rolar. It's not the kind of impression that we want you to have.

I know you're putting so much effort and time into getting a resolution to your concern. I’ll make sure you get routed to the right direction of support to sort out this issue with matching receipts with transactions.

Since the issue persists after trying out the steps provided by my colleague above, I recommend reaching out to our QuickBooks Support Team. They have tools to pull up your account in a safe environment to find the root cause of your concern and find a fix.

Here’s how you can reach out to them:

Click the Help (?) icon at the top.
Type Talk to a human.
Enter your issue or question on the What can we help you with box.
Review and Select from the following: Ask the community, Chat with us, or Have us call you (callback).

To ensure that we address your concern on time, you can check our available hours when contacting our support.

In the meantime, feel free to review these handy resources that can help you manage your receipts and bank transactions:

I’m always ready to assist you if you have any other questions or concerns about managing your bank transactions in QuickBooks Online. Tag me in your reply and I’ll sprint back into action. Have a good one and keep safe.

J

Jason0789

I'm also having the same issue. It seems to me that the problem is my bank statements/online account are recording my transactions the next day, and the dates in my bank account don't match the dates on the receipts. They're off by about one day for each expense. The issue is that because the dates are different, the software isn't recognizing the expense created when I snapped my receipt as the same expense in my bank account because the dates are different. Therefore, I have a duplicate entry for almost every entry. So far, It seems I have to go through each line item individually and enter the information manually, which is very tedious. is there a way to manfully match up the transactions? When I try to match them manually, the find a match option won't display any transactions unless it deems them a match, which means I'm not able to select the transaction I wish to link to my expense. What do I do?

D

DebSheenD

Thanks for joining the thread, @Jason0789.

I'm here to ensure you're able to match transactions in QuickBooks Online (QBO).

Here are a few factors why the program didn't auto-recognize any possible matches to your downloaded transaction although you've already used the Find Match tool:

The existing entry was manually cleared in the register.
The amount in QBO is different from the downloaded transaction.
The transaction type is different.
The transaction is older than 180 days.
The existing entry was recorded in a different bank account.

When matching transactions, we can check the filtered date are correct.

Go to Accounting from the left menu and select Chart of Accounts.
Locate the bank account you want to review.
Select View register from the Action column.
Click the Filter icon.
Choose the same Transaction Type with your downloaded one.
Select Apply.

The data we receive depends on what the linked bank account sends us. You can easily remove duplicate bank entries in QuickBooks Online. If they are already added the transaction in the register, you can undo it to start from scratch. Here's how:
1. Go to the Banking menu or Transactions menu.
2. Click the Banking tab.
3. Choose tile for the bank or credit card account you downloaded the transaction from.
4. Select the Categorized tab.
5. Find the transaction you want to delete.
6. Press Undo from the pop up bar.
You will need to review the entries one-by-one and then exclude them manually. Here's how:
1. Go to the For Review tab.
2. Mark the box next to each transactions you want to exclude.
3. Select Exclude from the pop-up at the top.

In case you want to edit the added transaction, you can unmatch it from the Categorized tab. The system will move it back to the For Review tab so you can properly categorize the entry.

Once everything is fine and you're ready to reconcile your account to ensure the balance matches your real-life bank statement, check this article for more details: Learn the reconciliation workflow in QuickBooks.

Please post again here If you have other concerns about matching transactions in QBO. I'm just around the corner and ready to help. Have a good day.

J

Jason0789

Hi Deb,

I appreciate the response. I was able to fix it myself with a different solution. I went back and performed the undo action on my expenses I had created when snapping my receipts. Then all of my receipts went back to the for review section. When I went to review them, they had auto matched at that point. It seems to me that if you snap the receipt and then create an expense based off of the receipt, it prevents the receipt from matching to your bank statements when your bank clears the transaction the next day because QBO wants to auto create a separate expense for the bank transaction and there is already an expense there, so it won't create a duplicate. The solution going forward for me is to snap receipts using the app, but then to not create an expense after snapping them. This will leave them in review and the following day after my bank clears the transaction, I can go in and match them up. It's not necessarily a fault of the QBO software, but for new users, the instant pop up offer to create an expense after snapping a receipt with the app can be confusing because it seems like that is what you should be doing. Instead you should wait to match it to your bank account and then create the expense afterwards if you have the banking matching set up on your account. I could be wrong but that's the way it seems to be working for me.

Jason

Misty27

Replying to bring more attention to this problem. It seems like an easy fix. I don't understand why it's not already done away with?

C

ChristieAnn 11

Hello there, Misty27.

I can see how vital it is to fix unexpected QuickBooks behaviors, such as resolving matching entries. I've got additional details on how categorizing transactions works in the program and route you to the right support team to assist you further on this matter.

QuickBooks will automatically match your downloaded transactions once it detects entries with similar amounts and details that are manually entered into the program. However, as indicated in this thread, QuickBooks may not identify a match due to many factors such as:

The transaction is not in the books.
The transaction is older than 180 days.
The transaction that you've imported is a payment/ deposit of two or more open transactions in QuickBooks.
The transaction was recorded in a different bank account.

To fix this, I recommend utilizing the Find Match tool and turning on Suggested Matches to view different transactions or options that might match.

Here's how:

From the Banking menu, go to the For review tab.
Click the transaction and select Find match. If you can't find the match, click Find other matches.
Turn on the Suggested Matches button. Then, look for the match entries and check their boxes.
Click Save.

Then, I suggest contacting our QuickBooks Online Support Team once the issue continues to occur. They're the best support group for such inquiries as they can request account information. This allows them to investigate why matching data on your end isn't working and resolve it as soon as possible.

In case you need steps on how you can reconcile your accounts to avoid discrepancies, you can read this article: Reconcile an account in QuickBooks Online.

If you need further clarification, assistance with categorizing your data, or additional insights, please feel free to add a comment below, Misty27. I'm always here to assist you further. Take care.

O

opia

Still an issue here as well. Even the search function to manually match is difficult to use.

E

Erika_K

Greetings, opia. I'll be more than happy to assist you with any questions or concerns you might have.

Beforehand, may I know if you encountered an error while using the search functionality? Also, could you elaborate on the difficulties you've experienced using the feature?

This way, I'll be able to assist and provide you with accurate resolutions.

I'll wait for your response. Take care!

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