Skip to main content
December 4, 2023
Question

Combined entries in the QBO Expense Form for multiple expense payments with Credit Card on a daily basis

  • December 4, 2023
  • 1 reply
  • 0 views

Many different kinds of expenses are incurred by our business every day.  These expenses are paid by us through our business credit card then and there.  

 

Suppose that there are 10 such credit card payments in a day for various expenses besides other payments of vendors' bills etc.  For recording these expense payments, we open the Expense Form, fill up the details of each transaction and save and continue 10 times in a day.  So long as these expense payments in a day are limited, this approach may not cause much pain.  But, on the other hand, if the credit card expense transactions paid for in a day grow more, then the recording of these transactions in QB using the expense form for each transaction can become monotonous and frustrating.

 

To simplify this recording procedure, we can think of combining all the expense transactions paid for in a day through credit card in the QB Expense form all at a time and then save and close it. This method avoids multiple opening and closing of the Expense form for each transaction.  Since, many lines can be added in the Expense Form, we may accommodate many expense transactions in one form and complete the entries in one go. Once the form is saved and closed, the transaction detailed in each line is taken to the  respective expense account and debited with the respective amount paid for it. Thus far, it looks good.  But, the corresponding credit is given to the Credit Card Account for the total of all the expenses included in the Expense form for the day.

 

Now I perceive a problem here.  While the QB Credit Card Register shows an amount representing the total of all expenses paid during the day, the Credit Card transactions generated by the bank-feed reflect the individual amount paid for each expense transaction.  As a result, the bank-feed expense transactions would not find a match in the QB Credit Card Register and hence would remain unmatched and unresolved. We do not find a way to consolidate the bank-feed transactions for the day into one amount for matching it with the daily expense total amount recorded in the Credit Card Register.

 

We shall be obliged, if you would provide us with your enlightened observations on this topic.

1 reply

December 4, 2023

Hi Samar1,

 

It's nice to see you here.  Welcome!  Ensuring you're entering your daily expenses in QuickBooks Online is essential in keeping your accounts accurate.  Matching the transactions can be accomplished seamlessly.  I would be glad to assist!

 

As you've mentioned, the transaction was recorded as individual transactions on your bank's end.  When you see the option to Match a transaction, QuickBooks indicates that the transaction has already been entered.  You just need to link them together.  Here's how;
 

1. From the For review tab, locate the transaction with the Match option in the Action column

2. Note the DateDescriptionPayee, and amount spent 

3. Select the transaction to expand the view

4. Review the Matching records found 

5. Click the link next to each match to review the details

6. Confirm this is the correct match by reviewing the Deposit toPayment method, or Bank account fields on forms for the existing transaction

7. If this is the correct match, close the open transaction

8. Select Match

In addition, you can set up Bank Rules so QuickBooks will automatically categorize and match the transactions to save valuable time moving forward.

 

Please feel free to reach out with other questions.  We are always happy to help!