Question

Can I match different transactions with one expense?

Forum|Forum|5 years ago
October 18, 2020
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QuickBooks Online - International

Yes, you can match multiple transactions with one expense, bechepar.

If the expense is downloaded from your bank, you can click Find match to locate those two entries. You'll be able to match with different vendors as well. Just make sure the sum of these transactions is equal to the expense.

Let me show you how:

Go to the Banking page and select the account where the expense is downloaded.
Click the entry to expand it, then choose Find match.
From the Match transactions page, mark those expenses you've entered in QuickBooks.
You can also select Show to open other transactions.
Click Save.

If you use the Expense feature in QuickBooks to record the transaction, you can only match it to one vendor. Here's how to apply the payment:

Go to Expenses from the left menu.
Locate the expense you've entered and it.
Open transactions will automatically appear on the right side.
Add them to the expense.
Click Save to record the payment.

Feel free to read through the Categorise and match online bank transactions to learn more about reviewing transactions after you download them.

Don't hesitate to leave a comment below if have follow-up questions about the steps provided above. I'm always right here to help.

B

becheparAuthor

Thanks.

I am not quite sure about your explanation. I understand how to match different expenses with one bank transaction (following your instructions), but my question is about one expense with several bank transactions. The problem is that I have one invoice (google i.e.) that has been paid with four transactions in the bank. How can I match the invoice (expense) with the payments in the bank account?

Thanks. Regards

IamjuViel

Let me share additional to elaborate on the process, @bechepar.

Matching your expense transactions to your actual bank payments depends on how you record it.

If you have created a bill to record the Google invoice then made 4 separate bank payments, you'd want to make sure to pay the bill 4 times in QuickBooks too. Here's how to create a bill:

Go to the Plus icon (+).
Choose Bills.
Enter the bill details (i.e Google invoice information).
Click the Save and Close button.

Once completed, let's pay the bill 4 times. You can follow these steps:

Choose the Expenses menu.
Select the Vendor details.
Locate the name of the vendor.
From the Actions column, click the Make Payment link.
Scroll down to the Outstanding Transactions section.
Make sure to mark the Bill you want to pay.
Enter the actual amount you paid in the Payment column.
Click the Save and Close button.

You can repeat the same process until you zero out the bill's balance.

The other way is to directly create 4 individual expense transactions or checks to record the separate payments you've made. Once completed, QuickBooks will be able to automatically detect the transactions. You can see a prompt in the For Review tab that record is found. Just double-click on each transaction to review its details.