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nchambler
January 21, 2019
Question

How do you mark a bill paid when you downloaded the payment from the bank feed?

  • January 21, 2019
  • 4 replies
  • 0 views

How do you mark a bill from a vendor paid when you downloaded the payment from the bank feed?  I have put the bill in the system, but I need to match the two up.  I've looked everywhere to figure it out but I can't find an answer for Desktop.  Thanks.

4 replies

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Anonymous
January 21, 2019

You can't download a Payment from a bank feed. At that time it's a deposit.

Instead, record payments when you get them, and the record the deposits when you make them.  Then match them up when you download from the bank.

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nchamblerAuthor
January 21, 2019

Sorry....this is in the wrong category...It should've been posted in the vendor bills section.  Can this whole post be moved or taken down?

qbteachmt
qbteachmt
January 21, 2019

@nchambler

 

In banking feeds, on each transaction row, go to the far Right. Use the dropdown for Add More Details. Then, in the next screen, you see the tab for Bills and here you can match that this is a bill payment.

 

Remember that you don't always need to enter Bills first. If this is, for instance, a recurring payment on the credit card, just use Banking menu > Enter Credit Card Charge and Memorize it. Let the program enter it automatically and monthly, for example.

 

If that is a Check or paperless ACH or EFT or debit card, that is Banking menu > Write Check. Then the Banking finds the exact match, already. You don't need to use Bills first, unless you are an accrual basis entity and the date of the bill is not when it got paid, or when you got inventory.

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nchamblerAuthor
January 21, 2019

Nope none of those....

 

First off..."In banking feeds, on each transaction row, go to the far Right. Use the dropdown for Add More Details. Then, in the next screen, you see the tab for Bills and here you can match that this is a bill payment" doesn't work for me...ever.  I would love to use this feature.

Since that doesn't work and I don't have a lot of time when I enter my transactions, I just enter it without matching it to the bill.

So now, I'm left with an outstanding bill.  How can I go back into the bill and mark it as paid and match it to the correct payment? 

qbteachmt
qbteachmt
January 21, 2019

Honestly, if you are going to do this: "I just enter it without matching it to the bill."

 

You just Doubled the Expense. Instead, as I noted: you took the time to use Enter Bill; Instead, Banking menu > Write Check. Now the Banking would have already Matched to the existing entry and you would not have had to do Any More work. I open the Banking, it matches 35 entries automatically, nothing is marked for review, and I am Done in 5 seconds.

 

Instead, you now have 4 steps:

1. Enter the bill.

2. Get the banking and Add as if that is a New Transaction.

3. Edit the transaction and change the Expenses entry to AP for that vendor.

4. Open Pay bills to apply the credit to the bill.

 

I was pointing out that you don't have to work this hard. Sure, a bookkeeper that is paid by the hour might use unscrupulous additional steps to take more time doing the work. Most business people doing their own bookkeeping would rather be doing things that generate revenue or move the business forward.

 

And you are right about this: "First off..."In banking feeds, on each transaction row, go to the far Right. Use the dropdown for Add More Details."

 

Because I just checked and the Option for a CHK is "Select Bills to Mark as Paid." You would use Match to Existing Transaction if the CHK in banking download need to be matched to the bill Payment Check you already made in QB. I was thinking of the function I use every month, which is "Add More Details" for the one large ACH download that I need to match to 41 customer Invoices.

 

And you didn't tell us, but the assumption that this is QB US, and the Banking Feeds Mode is set to Express, not Classic. Please see my attachment.

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nchamblerAuthor
February 13, 2020

It's me again!  I am still having issues with marking a bill as paid....I don't think that I should have to do the rebuild, etc....these functions should just WORK!  Please see my attached file to show what I am talking about. Honestly, again, I can't believe how many issues I have with QB but I am stuck with it.  Can someone give me a SIMPLE explanation on why this is happening?  My invoice is clearly in there, but I can't mark it as paid!

J
JonpriL
February 13, 2020

Hello @nchambler,

 

You'll have to click Select Bills to Mark as Paid instead of the Match to Existing Transaction option. This way, you can add your downloaded credit card transaction as the bill payment.

  1. Go to Banking then Bank Feeds.
  2. Click Bank Feeds Center.
  3. Under BANK ACCOUNTS, select your credit card account.
  4. Select Transaction List.
  5. Find your downloaded credit card transaction.
  6. On the ACTION column, select the drop-down menu.
  7. Click Select Bills to Mark as Paid.
  8. Under Vendor, choose Economy Rentals.
  9. Select your existing bill.
  10. Click Add to QuickBooks.

Here's an article you can read to learn more about marking a bill as paid with a downloaded transaction: Add and match Bank Feed transactions in QuickBooks Desktop.

 

You can also read this helpful article in case you wanted to start reconciling your credit card: Reconcile an account in QuickBooks Desktop.

 

Feel free to visit us anytime if you have other questions or if you need help with QuickBooks. Always around to help.

M
Maleeya_TheBookkeper
July 27, 2020

Not sure if this has been resolved but what I did is this - (after download)

link the payment  to the vendor

locate the check in the vendor center (open it up)

on the expenses tab use the account and use your a/p account

where customer job would be it will say vendor instead, use the vendor (this will change into "credit" sorta)

save it.

go to the bill

select pay bill

then use the credit available.

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