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S
SVOhio
March 19, 2021
Question

How to record an ACH (or EFT) payment in QuickBooks Desktop not made through QuickBooks?

  • March 19, 2021
  • 3 replies
  • 0 views

I simply don't know how and want to know how to record an ACH or EFT payment in QuickBooks Desktop? When I search here it is either about QB Online or how to receive or send ACH payments.

3 replies

Angelyn_T
Angelyn_T
March 19, 2021

Hi, @SVOhio.

 

With QuickBooks Payments, QuickBooks Desktop groups the customer payments you process each day. All you need to do is review how QuickBooks grouped and recorded the bank deposits. I'm here to guide you with the process.

 

First, enable the automatic matching so QuickBooks deposits and records customer payments for you.

 

  1. Click on Banking, then select Record Merchant Service Deposits.
  2. Select Change your deposit settings.
  3. Turn on the Auto match & record setting.
  4. Hit Save.

 

When you get your monthly bank statement, here's how you can review the payments in QuickBooks Desktop.

 

  1. Go to the Banking menu.
  2. Select Record Merchant Service Deposits.
  3. Go to the Recorded tab.
  4. Review the first bank deposit on the list. If you need more details, select the small arrow icon next to the deposit. This shows you each customer payment grouped in the deposit.
  5. Find the matching bank deposit on your bank statement.
  6. If the date and amounts match, check it off of your bank statement. QuickBooks recorded it correctly.
  7. Compare each bank deposit on the list. If any bank deposits in QuickBooks don't match your bank statement, make a note.

 

If you want to record everything by yourself, here's how you can manually reocrd bank deposits for QuickBooks Payments.

 

For regular invoices and payments, you can use this link for more tips about recording and making deposits.

 

On the other hand, here's how you can find out when QuickBooks Payments deposits customer payments.

 

If you have any other questions about payments and invoices, please let me know by adding a comment below. I'm more than happy to help. Have a good one!

S
SVOhioAuthor
March 21, 2021

Sorry, I'm not talking customer payments. I mean payments I make for our church online, like electric bills, credit card payments, etc.

    C
    CharleneMaeF
    March 21, 2021

    Thanks for clarrifying your concern, SVOhio. Not to worry, I'm here to help you with this.

     

    For payments processed outside QuickBooks, you'll have to apply them towards the vendor bills to mark them as paid.

     

    Here's how:

     

    1. Go to the Vendors menu and then select Pay Bills.
    2. Choose the correct accounts payable account from the drop-down arrow.
    3. Place a checkmark in the boxes of the bills you want to pay.
    4. You can set any discount or credit to the bills.
    5. Enter the date you paid the bill.
    6. On the Method field, select Check, then select  Assign check number even when you’re not paying with an actual check.
    7. Click on Pay Selected Bills.
    8. On the Check No field, enter ACH or EFT.
    9.  Once done, click on OK.

    For further guidance, please see this article: Pay Bills in QuickBooks Desktop.

     

    You can also learn more about the Accounts Payable workflows in QuickBooks Desktop.  This helps you track the money you owe your vendors. 

     

    Additionally, you can run and customize the Unpaid Bills Details report to see all the bills related to each vendor. To do this, I suggest following these steps.

    1. Go to the Reports menu.
    2. Choose Vendors & Payables.
    3. Select Unpaid Bills Details from the list.
    4. Click the Customize tab to personalize the details you'd like to see.

     

    In case you'll need assistance in managing your vendor transactions in QuickBooks, please get back on this thread. I want to ensure everything is taken care of.

      J
      Jemma14
      November 17, 2021

      I used pay bill option when recording an invoice I paid

      Does it adjust my balance at month end reconciliation time?

      M
      Mark_R
      November 17, 2021

      Your confusion ends here, @Jemma14.

       

      Yes. Any recorded transactions in QuickBooks can adjust your reconciliation balance. If the bill pay transaction can cause a discrepancy in your balance, I recommend seeking help from your accountant for more guidance.

       

      You might want to read this article to learn how adjusted reconciliations affect your books: Learn the reconcile workflow in QuickBooks.

       

      Please let me know if you need clarification about this, or there's anything else I can do for you. I'll be standing by for your response, @Jemma14.

      S
      ssander7
      February 15, 2023

      I understand the steps, however, when I go to "Pay Bills" the bill is not showing up in the listing.  How do I get it back to appear in the list?

      F
      FateCandylaneT
      February 15, 2023

      It's great to see you joining this thread, ssander7. I'll share insights to ensure you're able to pay vendor bills in QuickBooks Desktop.

       

      As I've replicated here on my end, the bills that are needed to be paid appeared on the list. One possible reason your bill transaction is not showing on the list, this might be marked as paid. You'll want to verify these transactions to check their status.

       

      If the same thing happens after checking them, I'd suggest running the verify and rebuild data tool. It will help you scan any damaged data and attempt to resolve them. Also, this allows your QuickBooks software to refresh the data inside the company file.

       

      For future reference, you can check out this link to learn more about repairing your desktop account: Fix data damage on your QuickBooks Desktop company file.

       

      Let us know in the comments below if you require additional assistance paying vendor bills. We'll be right here, willing to assist you. Keep safe, and have a good one!

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