Solved

Match Process is Missing Sales Receipts

Forum|Forum|1 year ago
February 28, 2025
2 replies
17 views

I've run into a situation when trying to match bank deposits to recorded sales receipts when using Quickbooks Online. Every so often, when I try to "Match" a bank transaction, the set of transactions that are available to match is missing the associated sales receipt. The Sales Receipt definitely exists and can be seen on the set of sales transactions. For some reason, it just doesn't show up when the match process searches for transactions.

Quickbooks Technical Support tells me this is normal, but I can't believe that it really is because more often than not the Sales Receipt *does* appear and can be matched appropriately. Has anyone else seen this? Is there a way to work around this issue?

QuickBooks Online

Best answer by sah62

Thank you for your active response, sah62. Please ensure the transaction was made using the same bank account to ensure it appears and matches smoothly with the Sales receipt and Bank deposit. Let me explain more.

Using the same bank account for both Sales receipts and Bank deposits helps keep your financial records easy to match and accurate. This makes it easier to check that the sales amounts recorded match the money deposited.

If the Sales receipt is set to automatically match, it will automatically link up with your deposits if the transaction dates and amounts are the same, which could be why you can’t see them when you search. However, if you run into any issues with matching, look into the following:

Check that the transaction hasn't been reconciled yet.
Confirm that the transaction was made using the correct bank account.
Ensure the transaction hasn't already been matched with another transaction from the bank.
If it is a deposit or payment received, make sure it is not on the Undeposited.

You can also refer to this blog to manually match transactions in QBO: Use the find match tool to manually match transactions in QuickBooks.

After this matter is resolved you can now begin to reconcile your all transactions.

If you need thorough guidance on managing your account in QuickBooks Online, you can consult our QuickBooks Live Expert Assisted to ensure efficiency in managing your account.

Once again, please check all the troubleshooting that I've suggested above to help you find the Sales receipt transaction. Should you need further assistance with matching Sales receipts and Bank deposits, we are always ready to help you in the best way possible.

Yes, I'm using the exact same bank account. This still doesn't address the problem behavior I've described above. I can't match the deposit to a sales receipt because the sales receipt doesn't appear on the list of available transactions when I attempt to manually match the deposit. That appears to be due to an error/bug because QuickBooks Online fails to consistently list all available transactions. That being the case, I've found a work-around that partially lets me add the deposit to QuickBooks:

Enter the bank deposit manually (+ New -> Other -> Bank Deposit)
Exclude the deposit that can't be matched to a sales receipt (Transaction -> Bank Transactions -> categorize -> Exclude)

This adds the deposit to QuickBooks, but it leaves the Sales receipt in my "Undeposited Funds" account. Is there a proper way to remove the sales receipt from the Undeposited Funds" account?

J

JoanaC

QuickBooks Team

I appreciate you sharing your concern with the Community, @sah62. We need to verify the date and payee name to ensure they match. Let me clarify this further.

When creating a sales receipt, it is essential to ensure that the payee, date, and amount correspond with the downloaded bank transaction. Any discrepancies in the information will prevent it from appearing in the matching window process.

To modify the receipt, you can follow these steps:

Go to Sales, and click All Sales.
Under the Type dropdown, select Sales Receipts.
Find the receipt and click View/Edit.
Provide the correct date, amount, and payee.
Hit Save and Close.

After completing the process, you can find and match the receipt in the matching window.

Additionally, I am happy to announce that our QuickBooks Live Expert Assisted service is here to help you manage and categorize your transactions. Our experienced experts are ready to share valuable insights and best practices to enhance your financial management. Their expertise ensures a smooth and efficient approach tailored to your specific needs.

We'll be here if you still have other questions about categorizing your transactions. Have a wonderful day ahead.

S

sah62Author

Thanks for the reply. For most of my transactions, I haven't needed to modify anything to match the bank deposit to my sales receipts. The available receipts show up properly when I click on the "Match" button. Every so often, though, that doesn't happen and the needed sales receipt doesn't appear. I don't currently have one in that state, but I'll add some pictures here the next time it happens.

S

sah62Author

An example: this bank deposit was made, and it shows up for categorization and matching. The corresponding sales receipt exists in my Undeposited Funds account. When I try to match this particular deposit, the sales receipt does not show up on the list of transactions available to be matched. The sales receipt does show up when I try to match other deposits, though. Here's the bank deposit image.

D

Drew Parker

New Member

This comes up often when matching sales receipts. I create a new sales receipt for the same amount I am trying to match, then match the deposit to that new sales receipt. After that, I open the original sales receipt in another tab and copy the details over.

If there are expenses that need to be accounted for, I make the new sales receipt a few cents higher so it will show up as an option to select in the match. This works well for restaurants when recording processing fees deducted from the deposit or loan repayments withheld from sales receipts. After the transaction is matched, I go into the expense that QBO creates from resolving the difference and adjust it to the correct amount.

It is a small workaround, and it can be a nuisance during monthly close, but it usually takes about a minute and is faster than calling QBO support.

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