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Record and make bank deposits in QuickBooks Online

SOLVED•by QuickBooks•61•Updated January 25, 2023

Learn how to combine multiple transactions into a single record so QuickBooks matches your real-life bank deposits.

When you deposit money at the bank, you often deposit multiple payments from different sources at once. The bank usually records everything as a single record with one total. If you enter the same payments as separate records in QuickBooks, they may not match how your bank records the deposit.

In these cases, QuickBooks has a special way for you to combine transactions so your records match your real-life bank deposit. Here’s how to record bank deposits in QuickBooks Online.

  1. Put transactions you need to combine into your Undeposited Funds account. 
  2. Then use the bank deposit feature to combine them.

Or learn more about bank deposits in QuickBooks

Step 1: Put transactions into the Undeposited Funds account

If you haven’t already, put invoice payments and sales receipts you want to combine into the Undeposited Funds account. This account holds everything before you record a deposit.

Step 2: Combine transactions in QuickBooks with a bank deposit

Each bank deposit creates a separate record in QuickBooks. Make deposits one at a time for each of your deposit slips.

  1. Select + New.
  2. Select Bank Deposit.
  3. From the Account ▼ dropdown, choose the account you want to put the money into.
  4. Select the checkbox for each transaction you want to combine.
  5. Make sure the total of the selected transactions matches your deposit slip. Use your deposit slip as a reference.
  6. Select Save and new or Save and close.
Important: All transactions in your Undeposited Funds account appear in the bank deposit window. If you don’t see one you need to add, put it in the Undeposited Funds account.

Match a deposit to an invoice or a sales receipt

When you receive bank deposits from your customer, you might want to link them to an invoice or a sales receipt. Doing this ensures accurate records and helps avoid errors when you reconcile your accounts later on.
To link a deposit to an invoice or a sales receipt, make sure:

  • There's an invoice for the customer.
  • Payment hasn't been entered and linked to the invoice.
  1. Go to Bookkeeping, select Transactions, then select Bank transactions (Take me there).
  2. Under the For review tab, select the bank transaction that you want to match with the invoice in the QuickBooks.
  3. Select Find match. If you have the invoice created with the same information such as amount, date, and payee, you will see the result under Matching records found. Make sure the details are same.
  4. Select Match.

Some banks add service charges and processing fees. Don't edit the original transactions in QuickBooks. Instead, add the fee while you're on the bank deposit window:

  1. Scroll down to the Add funds to this deposit section.
  2. Enter the fee as a line item.
  3. Select who the fee was from (for example, the bank charging you).
  4. Select Bank Charges from the Account ▼ dropdown.
  5. Enter the amount fee as a negative number. For example, if the fee was A$ 50, enter –50.
  6. Review the deposit total with the bank fee.
  7. Select Save and close or Save and new.
Tip: If you don’t have a bank charges account, here’s how to create one:
Select + Add New from the Account dropdown. On the account creation window, select Expenses as the account type and Bank Charges as the detail type. Give the account a simple name like “Bank fees.”

Next steps: Manage bank deposits

Review past bank deposits

  1. Go to the Business overview and select Reports (Take me there)menu.
  2. Scroll down to the Sales and customers section.
  3. Select the Deposit Detail report.

The report lists all your completed bank deposits. Select individual deposits to get more details.

Remove a payment from a bank deposit

Added a payment by mistake? No problem. If you want to remove a specific payment from a deposit:

  1. Go to Bookkeeping, select Transactions, then select All Sales (Take me there).
  2. Find and open the payment you want to remove. The status should be “Closed.”
  3. Uncheck the checkbox for the payment you want to remove.
  4. Select Save and new or Save and close.

The payment will go back to the Undeposited Funds account. You can add it to another deposit.

Delete a bank deposit

If you need to start over and delete a bank deposit:

  1. Go to Bookkeeping and select Chart of accounts (Take me there).
  2. Find the bank account you put the deposit into and select Account history.
  3. Search for the bank deposit and select it to get more details.
  4. Select Delete.

All payments on the deposit go back to the Undeposited Funds account. You can start over and create a brand new deposit.

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