Invoice payment transactions bug in Quickbooks

Thank you for providing us with detailed information and a screenshot regarding your concern, lensdigital.

We appreciate it and it helps us better understand what happened to the payments and deposits. Let's go over some troubleshooting steps to keep your sales records in order so that you can easily reconcile your bank account. 

Before we begin, let me share some insights on how QuickBooks Payments handles payments. When you use this feature, it automatically processes and moves transactions into your accounts, eliminating the need for the Undeposited Funds account. 

Based on your scenario, it appears that deposits have been added to the bank feeds, which creates brand-new transactions that are transferred to the Categorized tab. We'll need to undo these entries to move them back to the For review  tab.

Here's how:

1. Go to the Transactions menu on the left panel and choose Bank transactions.
2. Select the tile for the appropriate bank account and head to the Categorized tab.
3. Locate and select the entries you're working on.
4. Click the Undo button under the Action column.

Perform the same process for the remaining deposits you wish to unmatch. See this article for more in-depth information: Unmatch downloaded bank transactions or move them to another account. It includes instructions on how to switch downloaded entries to another account as well as a screenshot for visual reference. 

Next, link the deposits to the payments one at a time to prevent duplicates. Let's navigate to the Banking page and match them.

1. Head to the Transactions menu on the left panel and choose Bank transactions.
2. Select the tile for the appropriate bank account and go to the For review tab.
3. From the list, locate the entries one at a time.
4. If it shows that there's a record found or matched for the deposit, you may want to review it or select Confirm.
5. If you're unable to look for one, click the transaction to expand the line item and then choose Find match.

This reference covers all the details on how to prevent duplicates for your downloaded data and instructions to put them into the correct accounts: Match online bank transactions in QuickBooks Online.

After performing these steps, you can start reconciling the account. To learn more about linking a deposit to an invoice, and automatically matching payments to the appropriate entries, feel free to review these links:

•  Automatic matching for QuickBooks Payments
• Deposit payments into the Undeposited Funds account in QuickBooks Online
• Record and make bank deposits in QuickBooks Online
• Link a bank deposit to an invoice 

 @lensdigital. Properly categorizing transactions and avoiding duplicates takes some work, but is crucial for accurate books. Reach out to me again if you have additional questions about matching payments or deposits. I'd be delighted to assist you further. Have a good one. 

@lensdigital 

"When a customer sends payment for an invoice via QuickBooks, the transaction is recorded twice in the system. The first one is Payment Received; The Second Time is when money is deposited in my bank account.  This second transaction cannot be matched to the invoice because the first one is already matched. So I have a big sum that I can't categorize."

Are you referring to matching your downloaded bank transactions?  The screenshot you attached doesn't look unusual.  That is what it looks like when you create an invoice (entry #1), receive payment to Undeposited Funds (entry #2), and then make a deposit to your bank account (entry #3).  The only entry that should be able to be matched to your bank feed is entry #3 (the deposit) because it is the only transaction that hits your bank account.  If you're able to match both the payment received and the deposit, it's because you're depositing the payment received directly to your bank account, not to undeposited funds, and then creating a separate deposit.  Any chance that what's happening?  You want to make sure you are receiving payments to Undeposited Funds, then adding the Undeposited Funds to the deposit.