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DrFleury
December 14, 2020
Question

How to reconcile scanned receipt that has already been entered as expense through auto payment on bank acct?

  • December 14, 2020
  • 1 reply
  • 0 views
Real nooby here so bear with me on the terminology. Here is a scenario that I can't get to work. 1. I have a bill from my supplier that auto withdraws from my account. 2. I upload transactions into BQO, i enter it as the expense that it is and approve bank entry. 3. I see this expense show up in my expenses area with the proper supplier. Problem starts here.. 4. I upload PDF file of the receipt/invoice, and quick books keeps forcing me to enter it as ANOTHER expense, when all I want it to do is connect the image to the transaction already paid for. What am I doing wrong??

1 reply

PatriciaT
PatriciaT
December 14, 2020

Hi DrFleury,

 

I know how important it's to ensure accuracy across your books. QuickBooks Online has several robust features to help you save time in the entering of your transactions, and I'm happy to hear you're taking advantage of those. I'll be happy to help you upload your PDF file without it creating a duplicate for your expense.

 

Both the Bank feeds and Receipts features in the program enables you to automatically create transactions in your books. To avoid having duplicates, these two features have a Match option to link existing transactions in your books corresponding to those you're reviewing. Here's how to complete a match via the Receipts feature.

  1. Go to the Banking menu and select the Receipts tab.
  2. Choose a bill or receipt to see more details.
  3. If you see Review in the Action column, select it to make corrections or add missing info
  4. If you see Match in the Action column, it means QuickBooks thinks it matches a transaction you already entered. Review the Linked Record, this is the potential match. Select  Match to connect it to the uploaded expense or bill so QuickBooks doesn't record duplicates.

Feel free to check out this article for more details: Capture and categorize expense receipts and bills in QuickBooks Online

 

Apart from doing a match in the scenario you're describing, you can also open your transaction and add your image as an attachment. 

  1. Go to the Expenses menu and select Expenses.
  2. Locate the desired transaction and click to open it.
  3. From the bottom left, select Attachments.
  4. Browse and select the document you want to attach.
  5. Select Open, then Save and close.

And that's it!

 

I hope this helps. Let me know if you have more questions.

 

 

 

 

 

 

 

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