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Error in Merchant Deposits "A payment you are trying to download can not be matched or recorded"

When using Merchant Service Deposits feature in QuickBooks 2015 or above, you receive the message

A payment you are trying to download can not be matched or recorded. Please record your merchant payments manually.

Listed below are different causes for this error and the corresponding solutions:

The invoice is already partially or fully paid in QuickBooks.

To fix this problem:

  1. Find the invoice for the payment that generates the error
  2. Void or unapply any payments against the invoice so the full balance is due
  3. Close and reopen Merchant Service Deposits
  4. The payment will now record

To prevent this problem, do not manually apply payments to emailed invoices if the customer paid online. The payment will show up ready to record in Merchant Service Deposits after a couple of days.

The invoice you are attempting to modify is on or before the closing date.

To fix this problem:

  1. Close Merchant Service Deposits
  2. Log into the QuickBooks company data file as the Admin user
  3. Go to Edit > Preferences > Accounting
  4. On the Company Preferences tab, select Set Date/Password and change the closing date as needed
  5. Click OK twice to save the changes on the closing date and on the preferences
  6. Return to Merchant Service Deposits and record the payment again
After these steps have been completed, return to the Preferences and return the closing date to the correct date and save the preferences.

A damaged payment method in QuickBooks.

To resolve this:

  1. Click Lists > Customer & Vendor Profile Lists > Payment Method List
  2. Verify that all default Payment Methods and Payment Types are correct:
    Payment Method Type
    Cash Cash
    Check Check
    American Express American Express
    Discover Discover
    MasterCard MasterCard
    Visa Visa
    Debit Card Debit Card
    Gift Card Gift Card
    E-Check E-Check
  3. Correct any incorrect Payment Methods or Types
  4. The payments should now record

A damaged "Check" payment method in QuickBooks.

If credit card payments record but check payments do not, change the "Check" payment method to a credit card type.

  1. Click Lists > Customer & Vendor Profile Lists > Payment Method List
  2. Double click on Check
  3. Set Payment Type to one of the credit card types like Visa
  4. Click OK and the payments should now record

Accounts Receivable issues

A damaged Accounts Receivable account in the QuickBooks file.

To correct the problem, merge the existing Accounts Receivable account into a new one.

  1. On the Lists menu, select Chart of Accounts
  2. Click the Account button then New
  3. Select Other Account Types > Accounts Receivable > Continue
  4. Enter Account Name "Accounts Receivable 2" and click Save & Close
  5. Right click on the existing Accounts Receivable account and click Edit Account
  6. Change the name to "Accounts Receivable 2" and click Save & Close
  7. Click Yes to merge the accounts
  8. After merge is complete you can rename "Accounts Receivable 2" back to its original name
  9. Load the Merchant Service Deposits screen and try to record the payments

Multiple Accounts Receivables in your chart of accounts.

To resolve this, merge the accounts together.

Invoices are saved against Accounts Receivable subaccounts.

  1. On the Lists menu, click Chart of Accounts
  2. Locate the Accounts Receivable account.

The screenshot above shows an Accounts Receivable account with subaccount. Due to limitations with the design, payments applied using the Merchant Deposit Screen may not be applied to invoices that are against an Accounts Receivable subaccount.
  1. Open the invoice you are trying to apply the payment to and check the Accounts Receivable account that is selected.
  2. Toggle the Accounts Receivable account to the appropriate parent account and click Save &Close.


Current Status:

This issue has been resolved via a Payments Server update. The ability to Dismiss transactions is available to resolve this issue.