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Evster
February 27, 2021
Question

Cannot reconcile Supplier invoice against Bank ATM transactions

  • February 27, 2021
  • 1 reply
  • 0 views

Hi

 

I am trying to record the following scenario:

 

I have several ATM cash withdrawals from the bank account.  I need to offset these against a supplier invoice I have received after the fact.  The supplier was paid cash in advance of receiving the invoice.  I cannot find a way to show the outstanding invoice as being settled by the advance ATM withdrawals?

 

Any help appreciated

 

Thanks

Mark

1 reply

JenoP
JenoP
February 28, 2021

I'll you apply the banking transactions to your supplier invoices, Evster.

 

If the withdrawal transactions are downloaded in your Online Banking, you can use the Match feature to close the supplier invoice. Here's how: 

 

  1. Go to the Banking or Transactions menu and proceed to the Banking tab.
  2. Look for the cash withdrawal transaction in the For Review tab.
  3. Click Find Match and look for the bill.
  4. Select Match.

 

If you manually recorded the ATM withdrawals as an Expense transaction, use the Accounts Payable account in the Account or Category field. Here's how:

 

  1. Open the Expense transaction and change the account in the  Category field to Accounts Payable.
  2. Go back to the supplier invoice and Make payment.  
  3. Scroll-down to the Credits section and select the Expense transaction. 
  4. Click Save and close. 

 

Here's an article about this process for more details: How Do I Handle Supplier Credits And Refunds?. 

 

Don't hesitate to reach out to us again if you have other questions. We're always here to help. 

E
EvsterAuthor
March 6, 2021

Thanks for this advice.  I followed the first advice and tried to match but I have multiple CASH ATM transactions that I need to offset against the supplier invoice.  E.g. I have the following:

 

1st Jan: £250 ATM

3rd Jan: £250 ATM

5th Jan £250 ATM

1st Mar: £750 Supplier Invoice

 

If I match the 1st ATM transaction this does not reduce the balance left to match against the supplier invoice.

Is there a better way to do this?

 

Thanks

Mark

RenjolynC
RenjolynC
March 6, 2021

Welcome back, Evster.

 

I'll be happy to help. When there are multiple transactions downloaded from the Banking page, matching it to a single invoice recorded in QuickBooks is unavailable. What you can do is exclude the figures and manually clear the one in your bank register.

 

To exclude, here's how:

 

  1. Go to Banking or Transactions on the left panel.
  2. From the For review tab, select the supplier's invoices.
  3. Click the Exclude button.

I've got this sample screenshot for a visual reference:

 

 

Once excluded, you can delete the transactions in the Excluded tab.

 

For clearing the single supplier invoice, here's how:

 

  1. On the left panel, click Accounting > Chart of Accounts.
  2. Click the Account history link of the account the invoice is posted.
  3. Select the transaction to view the options. Under the Check mark column, click the blank field until you see the letter C. This means Cleared and R stands for Reconciled.
  4. Hit Save.

I'm adding these sample screenshots for a visual guide:

 

 

 

Once you're done matching and clearing your transactions, you can proceed with reconciling your account. 

 

I'll also be adding these articles to guide you: 

 

Please feel free to leave a reply if there's anything else you need. We're always here to help. Have a great weekend!

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