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Everything you need to know about banking in QuickBooks Online - Discover more
JackS
Moderator

Managing Transactions | Post Your Question Below

 

Let us know if you have any questions about managing transactions (adding, excluding, categorising and matching). Post your question below and we'll have an expert that can help you get an answer.

 

 

Managing Transactions.png

29 REPLIES 29
Sonia P
Level 1

Managing Transactions | Post Your Question Below

Hi, I'm new to quickbook and by error I deleted a bank transaction. How do I add a bank transaction manually?

 

FritzF
Moderator

Managing Transactions | Post Your Question Below

Hi there, Sonia.

 

I can help you manually add your deleted bank transaction in QuickBooks Online (QBO).

 

Let's begin by getting the transaction from your bank. Here's how to do it:

 

  1. Sign in to your bank or credit card's website.
  2. Follow the instructions on how to download CSV files of your transactions to your computer. Every financial institution has different steps.
  3. Make sure the date range for the download begins at least one day before your oldest transaction.
  4. Download your transactions. Save the file somewhere you can easily find it, like your computer's desktop.

 

Then, open and examine the file provided by your bank. Verify that it is in the appropriate format before uploading it. Remember that the maximum file size allowed is 350 KB. If the file exceeds this limit, consider narrowing down the date range and downloading transactions in smaller portions.

 

Once done, you can proceed to manually upload the transaction to QBO. The steps for doing this may vary depending on whether your account is connected to online banking or not. You can refer to this article and proceed to Step 4 for further guidance: Manually upload transactions into QuickBooks Online.

 

I'm also adding these articles that tackle categorising and reconciling your account for future reference:

 

 

Please let me know if you have additional questions about this or anything else. I'll be more than willing to assist. Take care.

AdamHolmes
Level 1

Managing Transactions | Post Your Question Below

Hi,

 

When matching bank transactions with invoices / bills - will this trigger webhooks?

 

If so, would it be Payment and Bill Payment?

 

Thanks

 

Adam

Mich_S
QuickBooks Team

Managing Transactions | Post Your Question Below

Hello, Adam. Webhooks lets you receive event-triggered callbacks for entities that your application needs to stay on top of. This app also notifies you automatically whenever data changes in your end-user’s QuickBooks Online company files. 

 

In your case, matching your bank transactions will trigger Webhooks regardless if it's payment or bill payment, as long as there are modifications done. Nonetheless, I suggest reaching out to them directly. They'll be able to provide you with additional details if there are any necessary actions or requirements for the trigger to occur. Here's how: 

 

  1. Log on to the Intuit Developers webpage.
  2. Click on QuickBooks Desktop under What do you need help with?.
  3. Pick Ask a Question.
  4. Sign into your existing Intuit Developer Account or create a new one.
  5. Type in your concern.
  6. Click on Ask.

 

If you're all set, visit this extra guide about personalising sales forms: Customise invoices, estimates, and sales receipts in QuickBooks Online.


Keep in touch so wacnt herlp youf ruether with this matter or QuickBooks. Stay safe always!!

LOC3
Level 1

Managing Transactions | Post Your Question Below

If I e mail my receipts to my QuickBook e mai, how do I get them to automatically reconcile with the amount taken from the bank account?

JaeAnnC
QuickBooks Team

Managing Transactions | Post Your Question Below

Thanks for joining in on this thread, @LOC3. Allow me to address your concern about reconciling emailed receipts in QuickBooks Online (QBO).

 

When emailing receipts in QBO, the system extracts their information so you can create a transaction to review. Then, you'll be able to edit, add it to an account, or match it to an existing entry to avoid duplicates. 

 

Currently, we're unable to perform automatic reconciliations in QBO. That said, you'll have to do it manually in the program to ensure that all transactions are accurately recorded and accounted for. Before doing so, review the opening balance so it will match your real-life bank account.

 

Here's how to reconcile:

 

  1. Ensure to match and categorise your bank transactions. Then, go to the Gear icon and select Reconcile.
  2. Select the Account to reconcile.
  3. Review the Beginning balance and ensure it matches the one on your bank statement.
  4. Enter the Ending balance and Ending date.
  5. If available, review the Last statement ending date. It is the end date of your last reconciliation, and your current bank statement should begin the day after.
  6. When ready, click Start reconciling.

 

For the detailed step-by-step procedure, please see this article: Reconcile an account in QuickBooks Online.

 

Additionally, I'm sharing this article that will help streamline your reconciliation process in QBO: Learn the reconcile workflow in QuickBooks. It contains the necessary procedures for resolving issues when reconciling an account. 

 

We're always glad to see you join the Community to ask for assistance. If you have follow-up concerns about reconciling receipts, please don't hesitate to return to this thread. We're always available 24/7 to address your queries.

vrvrinfo
Level 1

Managing Transactions | Post Your Question Below

Hello,

We have two checking accounts linked to QBO through the banking feed.  We transferred money from one account to the other a few days ago.  I can see both transactions in the respective bank feeds, but they are not coming up automatically as a match.   When I click "Find Match", nothing shows up, either.  How can I pair these two transactions?

Angelyn_T
QuickBooks Team

Managing Transactions | Post Your Question Below

Thank you for joining the thread today. Let me guide you through matching your entries in QuickBooks Online (QBO).

 

Matching in QuickBooks links downloaded transactions with the existing ones (manually recorded), such as invoices, bills, receipts, or payments, to avoid duplicates. The system automatically detects a match when the transactions are recorded under the same bank account with identical payees, amounts, and dates.

 

To discover potential matches for your income or expenses, follow these steps:

 

  1. Tap on the Find Match button.
  2. Choose Find other matches.

 

From there, you can refine the results by customizing the transaction types and date ranges to find all the possible matches.

 

If your transactions are downloaded separately in their respective bank feeds, pairing them isn't possible. You may have to review and categorize them individually.

 

Additionally, you can utilize bank rules to streamline the review process and categorize your banking data automatically.

 

Please feel free to leave a comment below if you have other questions while working with your bank feeds in QuickBooks. I'm more than happy to help you again. Keep safe!

SoniaMB
Level 2

Managing Transactions | Post Your Question Below

Hello, I placed an order with a supplier and paid for it with my business debit card. However, after I paid, the supplier notified me that a couple of items were out of stock. The invoice sent reflects the new total (i.e the amount I paid + the amount I refunded) and they have refunded me the out of stock items. I am not sure how I record this refund on QB? 

JaeAnnC
QuickBooks Team

Managing Transactions | Post Your Question Below

Thanks for chiming in on this thread, @SoniaMB. I'll be happy to outline the steps to record a vendor refund from an out-of-stock item in QuickBooks Online (QBO).

 

First, create a vendor credit for the item that was out of stock. Then, apply it to the bill as payment. To do that:

 

  1. Go to + New, then click Supplier Credit.
  2. Select the Supplier and enter the out-of-stock items in the Item Details section.
  3. Fill in other necessary fields and click Save and close.

 

Once done, pay the bill using the vendor credit. Here's how:

 

  1. Go to Expenses and select Bills.
  2. Locate and click the bill in question.
  3. Select the 1 payment hyperlink at the upper-right corner of the screen and click the date to open the Bill Payment page.
  4. The credits will show in the Add to Bill Payment section. Select Add to apply.
  5. Click Save and Close.

 

Then, deposit the amount refunded by the supplier. 

 

Furthermore, skip the inconvenience of tracking and recording receipts from your suppliers. In QBO, you can upload them from your computer or mobile device, and the program will extract information from it for you to review.

 

Feel free to reach out to us if you need additional assistance recording supplier refunds. I'll join back in the thread to provide further help. Take care, and have a nice day ahead!

NickieNewt
Level 2

Managing Transactions | Post Your Question Below

Hello

Help with Paypal/ebay transactions... ecommerce from several channels - website where customers can pay via paypal, ebay shop, etsy shop etc.

 

So we raise an invoice for the full transaction amount - products, postage and paypal/ebay fees. The actual amount we recieve is the product and postage and not the fee. How do you accept payment against the invoice when you are 3/5% under the full amount? What do you do with the fee amount? Help!

Thanks

Nickie

Ashleigh1
QuickBooks Team

Managing Transactions | Post Your Question Below

Hello NickieNewt, thanks for posting on the Community page, Is it just a case of following these steps for the fees for the 3rd party

 

1) Raise the invoice for the full amount manually (Sales > Invoices > New invoice)
2) Select 'Receive payment' on the invoice - enter the payment details and receive the full amount to the 'Undeposited funds' account on the 'Deposit to' drop-down
3) Create a bank deposit (+ New > Bank Deposit) - make sure the date is when the payment hit your account
4) Tick the invoice payment listed under 'Select the payments included in this deposit'
5) Scroll to 'Add funds to this deposit' - Set the 'Amounts are' drop-down to 'No VAT'
6) On the first line, enter the expense account for fees under 'Account', and enter the fee amount as a minus figure
7) Check the total bank deposit amount in the top-right matches the payment received then save & close.
 

NickieNewt
Level 2

Managing Transactions | Post Your Question Below

Thank you Ashleigh, however I can't quite follow the steps as I am on quickbooks online so instead of step 4 : 4) Tick the invoice payment listed under 'Select the payments included in this deposit'

The choice I have is to add funds to this deposit and then have to fill in received from, account, description, payment method, ref no, amount vat - rather than linking to an invoice.

 

Can you advise how to process this on QB online?

 

Many thanks

nickie

 

GeorgiaC
QuickBooks Team

Managing Transactions | Post Your Question Below

Hi Nickie, please make sure that you have allocated the invoice payment to Undeposited funds (steps 1 & 2). The invoice payment should be for the full amount including fees, as these will be deducted at the next step (the bank deposit). Undeposited funds is a default account in QuickBooks Online used for holding customer payments until you receive them in your bank. 

 

Payments allocated to undeposited funds will appear under Select the payments included in this deposit on the bank deposit. After ticking the relevant payment(s), scroll to Add funds to this deposit to deduct the fees. 

NickieNewt
Level 2

Managing Transactions | Post Your Question Below

Thank you Georgia,

Can you advise on how to process invoices with 3rd party fees when the money can be recieved as you raise the invoice -  for example a web sale comes in, paid via paypal, I manually transfer the money recieved from paypal into our bank account at the time of raising an invoice on quickbooks. Of course the money transferred is not for the full amount of the invoice as the fee has been taken off.

Would you still allocate the invoice payment to Undeposited funds?

 

Many thanks

Ashleigh1
QuickBooks Team

Managing Transactions | Post Your Question Below

Hello NickieNewt, thanks for coming back to us so the process would still be the exact same way for this. 

Tracy Ranger
Level 1

Managing Transactions | Post Your Question Below

How do I link a bank transaction from the bank feed to a vat return? There doesn't seem to be an option in the bank feed transaction to link the payment to a vat payment.  Many thanks

GeorgiaC
QuickBooks Team

Managing Transactions | Post Your Question Below

Hi Tracy, please record the VAT payment manually against the return following the steps below. After this, you can match the payment in your bank feed. 

 

1. Go to Taxes and select VAT (Take me there).
2. Select the ▼dropdown menu next to the return.
3. Select Record Payment.
4. Select the bank account you've used to pay HMRC.
5. Enter the payment date and amount in the appropriate fields.

6. Select Save.

alan_mt
Level 1

Managing Transactions | Post Your Question Below

I have two transactions from my Bank Credit Limit that are payments. They did not come in automatically from the Bank Credit Limit feed. I tried to manually create a .CSV with 3 columns and 4 columns but QBO won't accept the .CSV. This has caused a bit of pain as I can't reconcile the month. Anyone have any ideas?

JanbonN
QuickBooks Team

Managing Transactions | Post Your Question Below

Welcome to the Community, 

@alan_mt. This isn't the experience we want you to have. Let me share some information about uploading a CSV file to QuickBooks Online (QBO).

 

To successfully import your CSV file to QBO, you must use the correct formatting. If you do not follow the correct format, QBO may not recognize the file. It's important to note that each bank's CSV file format is different, so you may be unable to import CSVs from certain banks as their files may need a different format than QuickBooks.

 

In case your bank doesn't export to a CSV file, you can still upload your statements to QuickBooks Online via Quicken (.QFX), QuickBooks Online (.QBO), or Microsoft Money (.OFX) files as long as they follow the correct format.

 

The 3-column format

This format has a DateDescription, and Amount column. first.PNG

The 4-column format

This format has a DateDescriptionCredit (money out), and Debit (money in) column. second.PNG

 

After checking the format, please import the transactions again.

 

Once you've successfully imported the transactions, you can now reconcile the account.

 

Let me know if you have other queries about importing your files. I'm here to lend a hand. Have a great day.

NaomiB1
Level 1

Managing Transactions | Post Your Question Below

Hi, 

 

I am trying to upload a CSV file from my old bank account as all of the transactions from this account are no longer visible in Quick Books (I use Quick Books Self Employed). I have followed all the guidance on the pages specifically about uploading CSV files (https://quickbooks.intuit.com/learn-support/en-us/help-article/import-transactions/add-older-transac...

 I have a very simplified CSV file saved in Libre Office (I don't have Microsoft Excell). I will copy one of the files I am trying to upload below. It doesn't accept the file and I get this message 'Error Importing

Darn. File upload failed. (Probably our fault.) Please give it another try. If you see this message again, you might need to contact us.' I am now stuck! I have hundreds of lines of data to import (they all disappeared from my Quick Books account when I changed bank accounts - an error on my part as I didn't realise this wasn't saved in Quick Books). I am keen to avoid having to type all this data in and really don't understand why the CSV file isn't loading. I copy the table from the csv file below to show you how simple it is and follows guidelines. Can you help please? 
 
Naomi 
 
DateDescriptionAmount
29/03/2022Work Naomi Brookes5000
31/03/2022Naomibrookesdesign Re Boxall Lawrence-150
   
NaomiB1
Level 1

Managing Transactions | Post Your Question Below

Hi, 

 

I am trying to upload a CSV file from my old bank account as all of the transactions from this account are no longer visible in Quick Books (I use Quick Books Self Employed). I have followed all the guidance on the pages specifically about uploading CSV files (https://quickbooks.intuit.com/learn-support/en-us/help-article/import-transactions/add-older-transac...

 I have a very simplified CSV file saved in Libre Office (I don't have Microsoft Excell). I will copy one of the files I am trying to upload below. It doesn't accept the file and I get this message 'Error Importing

Darn. File upload failed. (Probably our fault.) Please give it another try. If you see this message again, you might need to contact us.' I am now stuck! I have hundreds of lines of data to import (they all disappeared from my Quick Books account when I changed bank accounts - an error on my part as I didn't realise this wasn't saved in Quick Books). I am keen to avoid having to type all this data in and really don't understand why the CSV file isn't loading. I copy the table from the csv file below to show you how simple it is and follows guidelines. Can you help please? 
 
Naomi 
 
DateDescriptionAmount
29/03/2022Work Naomi Brookes5000
31/03/2022Naomibrookesdesign Re Boxall Lawrence-150
   
GeorgiaC
QuickBooks Team

Managing Transactions | Post Your Question Below

Hi NaomiB1, thanks for joining this thread. 

 

The maximum number of rows when importing a spreadsheet is 1000 (with a max file size of 350 KB). If you continue to see the error when attempting the import on more than one web browser, please try shortening the date range and upload transactions in smaller chunks. 

 

This will help to identify if there are any transactions causing an issue with the import (for example containing an unsupported special character). Get back to us below if this doesn't fix!

feprimafi-gmail-
Level 3

Managing Transactions | Post Your Question Below

I’m new to QBO. I see that the bank balance is always so different from the QBO balance. Do I need to do the bank (monthly) reconciliation to get it right or closer, considering processing times, even if the bank transactions are connected to QBO and the transactions are all reviewed and categorised?

Thanks in advance for your help.

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