Ebay Managed Payments Double Counting

Good day, @MarkR66. I can share more information about eBay payment transactions in QuickBooks Online (QBO).

I want to ensure you're taken care of, especially when you need to review your application configuration in eBay to sync transactions in QBO. You'll want to contact eBay app support to check your app setup since they are the ones who know how to configure it well.

On the other hand, I understand where you're coming from. Instead of adding eBay transactions, you'll have to match the eBay payment transactions with the sales receipts in QuickBooks to record this correctly. In addition, on second thought of recording sales receipts directly into the bank chart of accounts on the transaction, I suggest receiving them in the Undeposited Funds account. Since your daily payments from eBay are showing as your total daily sales, you can create a bank deposit to match. We'll have to treat them as banking transactions.

Here's how:

1. Go to Sales and then select All Sales.
2. From the Type field, pick Sales Receipts.
3. Then click Edit from the Action column.
4. Pick Undeposited Funds/Payments to Deposit from the Deposit to drop-down.
5. Hit Save and close.

Once done, you can create a bank deposit to accumulate each sales receipt transaction and deposit it to a bank/eBay chart of accounts that eBay uses.

1. In QBO, click + New.
2. Select Bank deposit.
3. Pick the bank/eBay from the Account field.
4. From there, select all the Sales Receipts for that day by checking the boxes in the Select the payments included in this deposit section.
5. Hit Save and close.

Once all is good, undo all the payment transactions you added recently in eBay's Categorised tab. Please check the steps in this article: Unmatch downloaded bank transactions or move them to another account. It's for online banking, yet the steps are the same.

Those payments will return in the App Transactions' For Review tab. You can then match them to the bank deposit transaction that we created. This way, we can avoid overstating your income in profit and loss reports and accounting.

Alternatively, you can match transactions by hand using the Find match feature to pair the eBay payment with the sales receipts. This resource may be a US article, but the flow is still the same with the QBO UK version: Match online bank transactions in QuickBooks Online.

In addition, you can check this guide for more information about banking features: A beginner's guide to online banking in QuickBooks Online.

Let me know if you need more assistance handling app transactions like eBay. I'll keep my notifications open. Stay safe, and have a prosperous business year.

@MarkR66 

The free connector only offer limited functionality and is not reliable. Consider using a paid one.

Thanks for the feedback - any you' recommend?

Many thanks for your reply which seems to make sense.

Am I going to have to do this process for every order that I get?? Part of the reason for wanting to use the app was to automate the process not make it even more manual work to deal with. I might have to consider a paid app that works properly if this cannot be fully automated.

Thanks

You can try to use the connector app to reconcile eBay transactions automatically.

Hi @Jovychris_A 

I've followed this process today and there's a major issue. The payment received from Ebay doesn't match the sales for that day - it relates to sales from 2 days previously, sometimes 3 days & sometimes 1 day - so it is impossible to match them as you suggest.

Is it possible to use the "Payout" workflow in the app as this includes all the transactions that relate to the payment. That way you could them match up the sales receipts & avoid duplicating the sales - does that work?

Thanks

Hi there, MarkR66.

Before we start, could you please tell me which workflow you've set up to manage eBay payments? This way, we can provide additional insights to ensure that your transactions are accurately recorded and that duplicates are avoided.

Feel free to add more details by leaving a comment below. I'll be checking your response in this thread. Keep safe!

Hi @Archie_B,

I’ve set up the “Orders” workflow with orders being sent as Sales Receipts.

Thanks

I appreciate your prompt response, MarkR66. I'm stepping in the thread to keep track of your transactions and fix the duplicate entries added in QuickBooks.

I see your interest in implementing a workflow in your application to match sales receipts and prevent duplicate entries. Right now, I suggest contacting eBay Support for more information on this. They can also clarify whether QuickBooks supports this workflow for your transactions.

Aside from eBay entries, you may also run through the details from this link for more tips while categorising your bank entries in our system: Categorise and match online bank transactions in QuickBooks Online.

On top of that, please ensure to reconcile your accounts regularly to keep track of your balances and match your bank and credit card statements.

Feel free to leave any follow-up questions about your eBay transactions in QuickBooks in the comment section below. I'm more than happy to help you again. Have a good one!

Hi @Angelyn_T ,

Many thanks for your feedback.

I don't understand why I need to contact Ebay, this is a QBO & Ebay Connector app issue. All the data is coming through from Ebay correctly, the issue is there are sales receipts & deposits from Ebay that are being double counted as sales in QBO. I just need to understand how to receipt the deposits so that they match the Ebay sales receipts. There are literally hundreds of transactions so it is not possible to do this manually without spending hours, which is what the app is meant to stop me doing!

I'm struggling to accept that I'm the only Ebay/QBO user that has ever come across this problem???

Thanks

Hi MarkR66, it isn't great to see the trouble that you're having. We're unable to support third-party apps as we don't have direct experience in using these, which is why we may re-direct you to the app developers listed on our app store for further assistance. 

If the deposit downloaded from your online bank doesn't offer a direct match to the downloaded sales receipt(s) from the eBay Connector, you can exclude the payment from your bank or make a manual bank deposit in QuickBooks to match this to (following the full steps in the initial post by Jovychris_A). Changing the account to undeposited funds on the sales receipt allows you to add multiple sales receipts onto one bank deposit, replicating the payout by eBay. Any fees can also be deducted from the bank deposit, so that this matches the amount received in your bank.

If you have any further questions on how to do this, please get back to us below. 

Hi @GeorgiaC ,

I reached out to the Customer Support Team at Inuit as you suggested, and guess what?? They say it's something that you guys should be able to deal with. See conversation transcript;

"To be honest, the main issue you have is the reconciliation process in your QBO. Unfortunately, we can't really help that much with this issue as we not not certified to give you any accounting advice. Our area of expertise is within the Connector app only."

I can see that you did everything you could to fix this error, MarkR66.

We appreciate you for contacting our support agent to get this resolved. Since QuickBooks Online depends on the data shared with eBay, we always recommend reaching out is the eBay Support Team to implement a workflow in your application to match sales receipts and prevent duplicate entries. 

Just go to Apps and find eBay Connector by Intuit. From there, you can reach out to their technical support. If the issue is within QuickBooks, we can follow the steps provided by GeorgiaC to exclude the payment from your bank or make a manual bank deposit in QuickBooks to match this. just follow the full steps in the initial post by Jovychris_A.

When it comes to reconciling your account, just follow the steps and details in this article: Reconcile an account in QuickBooks Online. If you need assistance with this one, please reach out to our Customer Support Team. Here's how:

1. Sign in to your QuickBooks Online company.
2. Select Help (?).
3. In QB Assistant, enter the topic you need help with. You can also enter questions.
4. In Search, select Contact Us to connect with a live support agent.
5. Choose a way to connect with us:

• Start a chat with a support expert. Live chat all day, M-F.
• Call us. M-F, 8:00 AM to 10:00 PM, and S-S, 8:00 AM to 6:00 PM.

Let me know how it goes so I can assist you further by replying to this thread or posting again in the Community. Solving your issue is our goal.