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Zippy33
March 10, 2025
Question

does anyone know how to remove duplicate deposits? I made an invoice for a client, emailed it to them. I recieved a check, deposited and marked the invoice as deposited

  • March 10, 2025
  • 2 replies
  • 0 views

I now have duplicate entries and want to know the best way to fix this entry. I would like to keep the details of the invoice. I don't want to delete the deposit transaction because it would mess up my bank reccords.....

2 replies

K
Kurt_M
March 10, 2025

Welcome to the Community space, @Zippy33. I'll provide details and outline the steps to remove duplicate deposits in your QuickBooks Online (QBO).

 

If this happened on your Banking page and you categorized the deposit, you'll want to undo it and consider matching the bank deposit to the transaction. By doing so, duplicates will not appear in your QBO company. These are the steps:

 

  1. Access your QuickBooks Online company.
  2. On the left navigational bar, click the Transactions tab and select Bank Transactions.
  3. In the Categorized tab, look for the deposit transaction and then click Undo below the Action column. The transaction will then be reverted back to the For review tab.
  4. In the For review tab, click on the deposit and then toggle the Radio button beside Match.
  5. Choose the correct transaction and then click the Match button.

 

For visual reference, see the screenshot below.

 

 

 

Another workaround is to check the bank register in your chart of accounts and from there. Locate the duplicate transaction and manually delete it.

 

To prevent this situation from happening in the future, double-check each transaction that goes into your QBO account before categorizing them. By doing so, you can spot possible copies of those bank transactions and exclude them.

 

Furthermore, you can visit this handy article to help you reconcile bank accounts in QBO: Reconcile an account in QuickBooks Online.

 

Need assistance managing multiple transactions inside your QBO company? Our QuickBooks Live Expert Assisted can offer tips and guide you to streamline the process of handling this task.

 

I am here to help you with your QuickBooks questions, so feel free to use the comment section. I can promptly respond and help you with bank deposit concerns. Keep safe.

Z
Zippy33Author
March 10, 2025

Thank you for the advice. Do I need to void the A/R entry before doing the Match? I didn't see the A/R record - I think because I previously marked it as "deposited" right? 

J
JeveeAdvin__la
March 10, 2025

Hello there, Zippy33.

 

Right, the invoice is not visible as an open A/R record because you've marked it as deposited  If you are referring to voiding the payment transaction when you mentioned voiding A/R, you can do so and directly match the open invoice to the bank transaction. Allow me to provide more information for your complete guidance.

 

In QuickBooks Online, issuing an invoice increases your Accounts Receivable (A/R) balance. When you receive and apply a payment to that invoice, the A/R balance decreases accordingly. This is why you didn't see the A/R record, as the payment was marked deposited, effectively closing that invoice in the system.

 

Voiding changes the amounts to zero but retains the original transaction details and date, and will still show in the reports. If you need it to not show up in the reports, we also have the option to delete it if it's legitimately a duplicate entry.

 

To correctly identify the payment transaction that needs to be voided or deleted, locate and open the invoice that triggered the duplicate deposit issue. This will allow them to trace the payment transaction and either void or delete it.

 

Here's how to void an invoice:

 

  1. Go to Sales.
  2. Choose invoices you want to void.
  3. In the right corner, click View/Edit.
  4. In the upper, click on the gear icon Manage.
  5. In deposited status, click on View payment.
  6. At the button, click More and select Void.

 

Here's how to delete an invoice:

 

  1. Go to Sales.
  2. Choose invoices you want to void.
  3. In the right corner, click View/Edit.
  4. In the upper, click on the gear icon Manage.
  5. In deposited status, click on View payment.
  6. At the button, click More and select Delete.

 

 

 

 

To learn more about how Accounts Receivable works, you can read this article: What is accounts receivable?

 

Additionally, you can refer to this useful article to guide you through reconciling bank accounts in QBO: Reconcile an account in QuickBooks Online.

 

Before we wrap up, I suggest you explore QuickBooks Live Bookkeeping to streamline your accounting, maintain precise financial records, and access professional support. This could free up valuable time, allowing you to concentrate on expanding your business.

 

If you further questions regarding A/R management, drop a message below. We'll provide prompt assistance. Have a great one.

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