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Senior Explorer **

Banking Not Matching Transactions

Hi,

Having just logged in to match up my transactions, one of them, for Intuit (QuickBooks) prompted a choice of 2 expenses.  One was the correct one for the end of December but there was another one for November, which should have been matched by now.

 

The transaction (bank) for the November payment is not showing to be reviewed, but when I go to the Chart of Accounts and select the my account, I can see a transaction for this date (26/11/18).  When I go to edit that, it opens up the "Expense" of the same date BUT there is no banking matches link like on all others.

 

I can't seem to link this up, and for some reason it seems to think it is linked but isn't, and this seems to be causing this expense to show as a possible match for my December bank transaction.

 

How do I link the bank transaction with this expense?  I can't see any option now on how to do this, and there is nothing linked, so it doesn't appear to be mismatched as such.

 

Thanks

 

Andrew

Solved
Best answer 01-15-2019

Accepted Solutions
QuickBooks Team

Re: Banking Not Matching Transactions

Thank you for the quick response and for sharing additional information, pezza.


Now, let’s try some new steps to straighten out your records. To begin, go back to your bank and upload a CSV file for the expense and import it to QuickBooks.

 

Here’s how:

 

  1. Go to Banking on the left panel, then select File Upload.
  2. On the File Upload page, browse and choose the appropriate CSV file.
  3. Then click Next.
  4. From the QuickBooks Account drop-down, select the appropriate bank account you want to import your transaction, then click Next.
  5. Map the statement fields according to your file format.
  6. Check to make sure that the date format is the same as the one in your CSV file.
  7. Follow the onscreen instructions.
  8. Select Yes.

I've added an article an article to visually guide you: Import bank transactions from CSV to QuickBooks.

 

Then, remove the Cleared status of the expense so you can match it to the downloaded transaction. Let me walk you through the steps:

 

  1. Go to the Gear icon at the top, then select Chart of Accounts.
  2. Find the account.
  3. Locate the appropriate account for the transaction.
  4. From the Action column, select View Register or Account History.
  5. Under the Status column, click the box with letter "C".
  6. Click Save.

For detailed instructions on how to match a transaction, check out this article: Add and match downloaded banking transactions.

 

You can mention my name if you have additional questions. I'll get back to assist you further. Have a good one. 

 

13 REPLIES 13
QuickBooks Team

Re: Banking Not Matching Transactions

I can help you figure out what happened, Andrew.

 

It's possible that the November expense/bill was unreconciled that's why it's showing when you matched the December transaction. Let's go back to the register, check if it was unreconciled, and let's reconcile it manually.

 

Here's how:

  1. Click Accounting, then go to Chart of Accounts.
  2. Look for the bank account, then click View register.
  3. Look for the November expense/bill, then check the column between DEPOSIT and BALANCE (Blank field = not cleared/unreconciled, C = cleared, R = reconciled).
  4. If it's blank, just continue clicking in that field until R is achieved.
  5. Click Save

Please keep me updated after trying these steps. Tag me, and I'll get back to you as soon as I can. 

Senior Explorer **

Re: Banking Not Matching Transactions

Thanks @Kristine Mae

So I can see that it is blank.  It also looks like I haven't "reconciled" many transactions, in fact the only transaction that I can see reconciled is one right at the beginning when I loaned a little start up money to my business and then paid myself back :-)

 

All my other transactions are at "cleared" stage, but they do have the link to the online banking matches showing in the invoice when you edit the transaction in the register.  I have set this transaction to C now, but it still doesn't have the link.

 

I am not too worried as long as everything is sorted, but it still appears that there is some missing link, excuse the pun...

 

Just another question...at what point should I be turning transactions from C to R?  Does this impact anything in the books that I have been missing so far?  I see the Reconcile button, but are these OK at C, or should I be putting these to R once I see that my QB balance matches my Bank Account balance?

 

Thank you

 

Andrew

QuickBooks Team

Re: Banking Not Matching Transactions

Hey @pezza,

 

If you use the Reconcile tool located within the Gear Wheel - Select the account and put an ending date, and the bank balance at that date. You should be able to select your transactions, matching what is showing on your bank statement, and get a zero difference between the bank statement and the reconcile tool. When you achieve this zero difference, you can finish reconciling; and the system will change the transactions from C to R in bulk, and produce a reconciliation report for you to refer back too.

 

It's better to do this than to manually reconcile them by clicking the C's until they become R's, as if you ever need to unreconcile, you won't be able to bulk undo if you manually reconciled.

 

See these links for more information on reconciling under the Reconciling Heading - https://community.intuit.com/browse/quickbooks-online-uk-banking

 

Thanks,

Senior Explorer **

Re: Banking Not Matching Transactions

Thanks @JamesC

 

Apologies for the delay in replying.

 

What is still a bit puzzling though is that all of my transactions, apart from 1 is showing as C, but this was the only transaction that didn't appear to be linked to a payment.  By that, it was linked in the Chart of Accounts, but on the invoice there was no link back to the payment.

 

In all other transactions I have this payment link, but they are also still classed as Cleared, and this is what is strange as it still doesn't show the link within the expense record.

 

I am not sure how (or if) this affects anything internally, or affects any reporting but is it possible for an admin to manually create this link?

 

I am fine with waiting for the next payment to come through to verify if this expense does indeed get ignored now, and only present me with the current expense, but to me, something still doesn't seem right and some sort of link to that payment hasn't been recorded.

 

I have no issue using the reconcile tool, I just don't understand why none of the others have an issue with this online transaction payment link, when they are all also only marked C.

 

As long as it isn't impacting anything else then I am not too worried.

 

Thanks

 

Andrew

QuickBooks Team

Re: Banking Not Matching Transactions

Thanks for coming back to the Online Community, pezza.


I’d be delighted to assist you further. I need to gather some information to help me get on the same page.


Did you manually add the payment that’s showing in your chart of accounts? In regard to the expense, are you referring to check, bill or a bill payment?


I appreciate any details you can provide. Looking forward to your response. Thanks in advance.

Senior Explorer **

Re: Banking Not Matching Transactions

Hi @Rasa-LilaM

 

The payment itself is a transaction that was brought in from the sync from my account, so this was not added manually, or at least I don't recall adding it manually.

 

The expense is a regular scheduled transaction that I had configured classed as Direct Debit for my payment to Intuit.  Again, as far as I know, I didn't record this one manually and I believe it just came in as usual on the scheduled date.

 

The transaction I am referring to is the one dated 26th November 2018 which when I open it, it just shows as an Expense, but it is based on a recurring transaction.

 

Thanks

 

Andrew

QuickBooks Team

Re: Banking Not Matching Transactions

Hi Andrew,

 

Thanks for getting back to us.

 

Are you able to send us a screenshot of the transactions in question another alternative would be to call our support team contact details can be found here. This is so that we can take a better look into this transaction calling our support team we will be able to set up a screenshare and go through the transaction and see why this si perhaps not matching up correctly with the transaction.

 

Thanksm

 

 

Senior Explorer **

Re: Banking Not Matching Transactions

Thanks @EdwardR

 

Yeah, this is a screenshot of the transaction in my chart of accounts summary page...

 

COA-IntuitExpense.jpg

...and one for the full expense transaction

Expense-Intuit.jpg So you can see from the last one that the link is missing, which usually shows as follows, which is a screenshot of the previous months Intuit Expense...

Expense-IntuitWithLink.jpg

QuickBooks Team

Re: Banking Not Matching Transactions

Hi there, pezza.


I appreciate you for providing us with screenshots and additional details. This guides me in finding troubleshooting steps to resolve the matching issue.


We’ll have to go to the In QuickBooks tab and check the payment dated 26/11/2018. If you’re able to find a match, it indicates that the expense is a duplicate.


To fix this, undo the payment and match it to the correct transaction. Let me walk you through the steps.

 

To undo:

 

  1. Go to Banking on the left panel.
  2. Select Banking.
  3. In the Banking page, go to the In QuickBooks tab.
  4. Find the transaction, and click the Undo link under the Action column.


The transaction will now be added back to the For Review section. Next, let’s begin the process of matching it to the expense.


Here’s how:

 

  1. Go to Banking on the left panel, then choose Banking.
  2. In the Banking page, go to the For Review tab.
  3. Select the transaction to open it.
  4. In the Match Transactions window, enter a text to find the transaction: a name, part of a name, an amount, etc.
  5. If the transaction you want to match to is not within the date range displayed, change the dates to find the transaction.
  6. If the total amount is the same as the downloaded transaction amount, click Save.
  7. If the amounts are different, you can match to multiple transactions or click Resolve Difference to add a new transaction to make the amount equal.
  8. Click Save.

You can refer to this article for information on how to find a match for downloaded transactions in QuickBooks: Matching downloaded transactions.

 

If you need further assistance with any of the steps, reach out to me directly. I'll be happy to help. Have a great day ahead.

 

Senior Explorer **

Re: Banking Not Matching Transactions

Hi @Rasa-LilaM,

 

Thanks for your reply.

 

Unfortunately, I am not able to find the transaction within the banking section under the "In Quickbooks" tab.  It is not there.

 

This was what originally started my post as I was unable to find the downloaded transaction, although from guidance on the replies, I found the transaction within the chart of account under my bank account.

 

This is what I mean when I say it is showing the bank details but doesn't seem to be linked to a bank transaction, which seems to be backed up by the fact that there is no link in the expense and I can't seem to find a way to locate this actual downloaded bank transaction to do as you suggest and unlink it, as it doesn't appear to be linked.

 

I also don't know how to re-download it either as everything is now automated and downloads automatically each day, so in theory, there is no transaction to download anymore.

 

Would I be correct in assuming that I need to manually create a bank transaction in QBO?  Or is there some way that an QB Team Admin could locate this transaction as it should be "somewhere", unless I have accidentally deleted it somehow without realising.

 

It is not really possible to screenshot the "In Quickbooks" as it contains mostly personal information for the payments and transactions and if I blank that out, I can't see how it would end up being of much use, but there is definitely no transaction showing on that same date within that section.

 

Thanks

 

Andrew 

QuickBooks Team

Re: Banking Not Matching Transactions

Thank you for the quick response and for sharing additional information, pezza.


Now, let’s try some new steps to straighten out your records. To begin, go back to your bank and upload a CSV file for the expense and import it to QuickBooks.

 

Here’s how:

 

  1. Go to Banking on the left panel, then select File Upload.
  2. On the File Upload page, browse and choose the appropriate CSV file.
  3. Then click Next.
  4. From the QuickBooks Account drop-down, select the appropriate bank account you want to import your transaction, then click Next.
  5. Map the statement fields according to your file format.
  6. Check to make sure that the date format is the same as the one in your CSV file.
  7. Follow the onscreen instructions.
  8. Select Yes.

I've added an article an article to visually guide you: Import bank transactions from CSV to QuickBooks.

 

Then, remove the Cleared status of the expense so you can match it to the downloaded transaction. Let me walk you through the steps:

 

  1. Go to the Gear icon at the top, then select Chart of Accounts.
  2. Find the account.
  3. Locate the appropriate account for the transaction.
  4. From the Action column, select View Register or Account History.
  5. Under the Status column, click the box with letter "C".
  6. Click Save.

For detailed instructions on how to match a transaction, check out this article: Add and match downloaded banking transactions.

 

You can mention my name if you have additional questions. I'll get back to assist you further. Have a good one. 

 

Senior Explorer **

Re: Banking Not Matching Transactions

Success!

 

Thanks @Rasa-LilaM

 

Had to adjust some columns and play around with the format of the date in the CSV as none of the QB format options matched, and had to remove a column to make it 1 column and add the - sign as for some reason when I chose 2 columns, QB ignored the column I wanted to select and only showed 1 of the amount columns......BUT.....I finally got the transaction manually imported again.

 

The transaction then successfully matched it to the correct expense where I was able to match it again.

 

Checked "In Quickbook" tab, Expenses and my current account in Chart Of Accounts and all now showing with a correct linkage between the expense and the bank transaction.

 

Not sure how it all occurred in the first place, but at least it is now working and correct, and I know what to do should it happen again :-)

 

Thank you

 

Andrew

QuickBooks Team

Re: Banking Not Matching Transactions

Hello again @pezza.


Anytime! I'm really glad I was able to help out.


You can reach out to me again if you have concerns while working in QuickBooks. Please know that I'm just a post away. Wishing you continued success.