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rlw
May 6, 2024
Question

Accepting large remittances that have fees taken out

  • May 6, 2024
  • 1 reply
  • 0 views

We are a franchisee that receives large remittances from our corporate office.  This week's remittance was 18 pages.  They also take individual fees out per invoice.

Our process before was to go into each individual invoice and accept the payment one at a time and add a line to remove the fees so the total would match when we did the reconcile. 

As you can imagine, that is insanely time consuming.  Opening each individual invoice and then adding line to deduct the fees.  Then saving it.  Then accepting the payment.  Then saving that as well.  It is an hours long process, sometimes an entire day. 

So we have started just matching the invoices within the reconcile and then adding a resolve function at the bottom that matches the total in fees they deducted attached to the proper bucket it should go to.  

While this is a quicker process, if there are any errors made while clicking through the invoices, there is ZERO way to figure out where your error is. It is easy to miss clicking an invoice payment or 2 when you are going through 17 pages.  There has to be a better way to do this!  Our company is growing and adding customers daily.  As we grow, having a process that takes an entire day just doesn't make sense for us.

Any ideas?

Thank you. 

1 reply

C
Carneil_C
May 6, 2024

Thank you for laying out the details of your concern, @rlw.

 

I'm here to share information and alternatives to help you achieve your goal and be able to accept large remittances seamlessly.

 

I appreciate the process you've done. You're right. We can only go to each invoice and add a line to deduct the fees to accept the payments. In this case, I'd agree with utilizing the resolve function to match the total fees attached to those invoices, and we're unable to determine the errors made through the process.

 

An alternative way I can suggest is to receive the full payment and deposit it to the undeposited funds. Here's how:

 

  1. Click + New, and then select Receive Payments.
  2. Enter all the payment information, and then choose the checkbox next to the invoice you would like the payment to be applied.
  3. Select the Undeposited funds account from the Deposit to drop-down.
  4. Click Save and close.

 

After that, create a bank deposit for the bulk payment. Then, enter the fee as a negative amount for fees. To do that:

 

  1. Select Bank deposit from the +New.
  2. Select all the payments you want to deposit.
  3. Go to the Add other funds to this deposit section, and then enter the amount of the bank service fee charged to you by the credit card company as a negative amount.
  4. Check and fill out other necessary information.
  5. Hit Save and close.

 

Once done, match the transactions from the Banking page.

 

On top of that, this article can be handy in reconciling your accounts to keep your books balance: Reconcile an account in QuickBooks Online.

 

I'm still around to help if you need more help with accounting payments or banking concerns. I'd be glad to extend a helping hand. Take care always.

C
Carneil_C
May 10, 2024

Hi @rlw.

 

Hope you’re doing great. I wanted to see how everything is going about accepting the large remittances you had the other day. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at anytime.

 

Looking forward to your reply. Have a pleasant day ahead.

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