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A
Alonzo M
November 27, 2023
Question

Automatic Quickbooks Payments not matching to bank deposit in QBO

  • November 27, 2023
  • 2 replies
  • 0 views

Our team noticed that, recently, customer payments conducted through Quickbooks Payments were no longer automatically matching in our bank feed as they have done previously for years. Instead, they appear as a total batch amount and invoices must be manually matched. The only way we've been able to work around is to get an admin user profile to pull the batch deposit information from our QBO merchant portal. I've checked that automatic matching is enabled in our Bank feature and even gone through a live support call to try and diagnose the issue. The support rep instructed me to try and get payments processed before 3pm PST to ensure matching is done correctly. This seems like incorrect advice since banks process payments at their own discretion, we have no control over that. Is this a structural change to the normal process for automatically matching Quickbooks Payments? If this feature no longer works it would be helpful to know why so that we may reassess our usage of Quickbooks payments as this adds work to our typical AR application process.

    2 replies

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    ShyMae
    November 27, 2023

    I see how much effort you've put in, and I know this has been challenging for you, Alonzo. 
     

    Let me provide some information about the automatic matching for QuickBooks Payments. Once you've turned on this feature, it will automatically apply to all future transactions.

     

    Meanwhile, please know that this feature is still working. On the other hand, sometimes QuickBooks won't automatically match the transactions if your bank does not give a unique ID for every deposit. I recommend contacting your bank to know if there are changes on their side. 

     

    In such cases, QuickBooks won't automatically match and will leave it for you to do it manually. 

     

    If no matches were visible, use the Find match feature to categorize them from the bank feeds:

     

    1.  From the left navigation panel, select the Bank Transactions menu.
    2. Click Bank transactions, then click the account you want to review.
    3. From the For Review tab, locate the downloaded transaction, click it, Click Find match, and then hit Save.

     

    Moreover, after categorizing and ensuring all transactions are matched, you can start reconciling your QuickBooks account. Doing this will ensure that all your financial records are maintained accurately and that differences or inconsistencies will resolved promptly.

     

    Please know I'm still here, ready to provide additional assistance and information regarding the automatic matching feature. Just tap the reply button for your response. 

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    Alonzo MAuthor
    November 27, 2023

    Thank you for the reply and the information. I have researched the transaction detail in my online banking profile. In the line item detail from my bank I can confirm that each deposit is accompanied by a unique identifier in the "Bank Text" field (i.e INTUIT 18572675/DEPOSIT, INTUIT 12306195/DEPOSIT 524771993973513, INTUIT 16211095/DEPOSIT 524771993973513). This is confirmed to be consistent with prior deposits and the accompanying transaction data.

     

    Is there somewhere else that you might recommend looking to verify this fact? From what is visible as a consumer, the only variable at this time seems to be the functionality of the matching feature. 

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    CharleneMaeF
    November 27, 2023

    I appreciate you for checking the unique ID, Alonzo M. I'm here to ensure this gets sorted out.

     

    Normally, when the Automatic matching feature is turned on, it will apply to all transactions you create through QuickBooks products like QuickBooks Payments and QuickBooks Bill Pay. 

     

    Since the program stops matching your entries automatically, I suggest reviewing and comparing the transactions in your QuickBooks Payments account to your bank feeds. This way, we'll be able to verify if they both match.

     

    Here's how to view the deposits:

     

    1. Sign in to the Merchant Service Center.
    2. From the Activity & Reports menu, select Deposits.
    3. Select the Dates ▼ dropdown menu to change the date needed. You can filter any six months in the last 12 months.
    4. If you want to, select the Show advanced options to do a specific search using the transaction ID and expiration date of the card.
    5. Select Search.
    6. Once you find the deposit, you can:
      1. Select the small arrow ▼ icon in the FEE column to see further details about what transactions were in that deposit.
      2. Print the details, print a summary, or export the data as a comma-separated values (CSV) file.
        Find transaction_QBPayments_US_ext_122121.PNG

     

    If they all match, I recommend reaching out to your financial institution to determine if they made any changes on their end. 

     

    You can also contact our Payments Support Team again. They're equipped with tools to check the cause. It'll also allow them to submit a ticket to our engineering team to alert them about the issue if necessary.

     

    Keep us updated if you have additional concerns or questions about managing your sales transactions. This way, we'll be able to provide the help you need.

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    gabrielle5
    November 30, 2023

    I  have been dealing with the same issue. Over the past 3 weeks I have spoken to at least 6 QB customer service reps who have had no idea for a solution. They all seemed to think that you always have had to manually match feeds.  It's been exhausting to tell them that they are incorrect. I just got off of a 3 hour phone session with them without resolution.  This time the excuse was that multiple deposits no longer match because QB is afraid they will be inaccurate. Laughable when I clearly showed them the actual deposit page that showed that all transactions were already batched BY QB and the totals and the deposit ID were identical.  

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      ggarvin
      December 4, 2023

      I am having the same issue and received the same ridiculous QBO support answers.  After 7 years of automatically matching deposits it suddenly stopped working about a month ago.  They are telling me that it never matched!  And other ridiculous solutions - I've spent many hours trying to get support for this and they say there is no known issue but obviously I see others having the same issues here! 

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