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Level 1

Z Reports and Card Machines

Hi everyone, thank you for taking the time to read this question.


I have recently started bookkeeping and one of my first clients is a farm shop and cafe,


i am entering the daily z totals as a sales receipt into quick books and minus out the card transactions to send them to the appropriate bank account.


except the daily z totals for the card machines aren't corresponding to the amounts that global payments say they are depositing for the appropriate day so when it comes to reconciling the bank feed none of the transactions between card payment provider deposits and my z totals for card payments match.


what do i need to do to get this to be easier to match?


send the z total money to a clearing account and deposit the cash and card payments via that? 


Z Reports and Card Machines

Hello @AWP90,


Let me help share how you can record daily sales and card payments in QuickBooks Online.


To start with, you're on the right track by entering a sales receipt for your daily sales total. Meanwhile, if the card payments and if they're the same entry with your daily sales, I'd recommend contacting the card provider to understand how they track the payments.


By doing so, you can be guided on how to match them with your daily sales in QuickBooks. With the clearing account, it is best to consult an accountant for guidance as to how the account can be used.


Additionally, I've also included this reference for a compilation of articles you can use while working with us: Sales and Customer for QuickBooks Online.


If you have any other concerns, please let me know by leaving any comments below. I'll be here to lend a hand.

Level 1

Z Reports and Card Machines

Thanks JonpriL


I followed the data entry as per the retail webinar I attended last month, but yes ill be in contact with the card company to see how they process and pay in the amounts.


In theory they use the corresponding date as the reference, but still doesn't seem to match :see_no_evil_monkey:

Level 1

Z Reports and Card Machines

I am having the same problem. My accountant told me to enter the cash sales figure and the card sales figure as two different sales receipts, but when I come to match the card deposits to bank they are different as they have a charge applied. My accountant told me to do a journal entry for it but it's confusing me as I'm not trained just self taught. Looking to learn the best way to do this. 

Level 1

Z Reports and Card Machines

So the way I have been doing it as follows.


Enter the entire till z report as a sales receipt, mine are broken down in standard and zero rated headings.


This is transferred to undeposited funds.


I have then set up a rule that when a card  deposit is deposited into the bank I automatically transfer that amount from undeposited funds into the bank.


The remaining amount from the sales receipt is then transferred to cash.


As long as the z totals are right this way works. But then I adjust as and when I need to if totals are out.


The only difference I have between mine and yours is that we get invoiced monthly for card charges.

Level 1

Z Reports and Card Machines


I am new to quickbooks, I am trying to setup chart of accounts to record daily sales and be able to reconcile my bank deposits with the daily sales records. Credit Card / EBT deposit comes as one deposit via the bank account integration. I think my requirement matches your implementation as it is. Would you be kind enough to provide some guidance, as to how should be chart of accounts configured for these accounts and what should be the process of recording daily sales and reconciling with the bank deposits. I will really appreciate the help.


Z Reports and Card Machines

Thanks for joining this thread, @agilani.


Chiming in to share some insights on how you can set up and record daily sales in QuickBooks Online. Before that, we need to set up the elements to categorize daily revenue. Follow the steps below.


Step 1: Create a customer for daily sales:


  1. Tap Sales, then Customers.
  2. Press New customer and name it "Daily Sales."
  3. Click Save when done.


Step 2: Set up the sales accounts for daily sales posting:


  1. Click on the Gear icon and choose Chart of Accounts.
  2. Press the New icon.
  3. Below are the accounts you need to add:


Step 3: Set up your daily sales items


  1. Click on the Gear icon, then All Lists.
  2. Choose Product Categories.
  3. Press New Category and name it "Daily Sales."
  4. Select Save.


For the complete list of the process, see this link here: Record your total daily sales in QuickBooks Online


Comment down below if you have any questions about the daily sales process. I'll be right here to share some more information if you need anything. Have a nice day!

Level 1

Z Reports and Card Machines

@AWP90 wrote:

I have then set up a rule that when a card  deposit is deposited into the bank I automatically transfer that amount from undeposited funds into the bank.


The remaining amount from the sales receipt is then transferred to cash.


I will appreciate if you can please share some details on how to setup this rule, this will be a great help for me. This is the whole reason I subscribed to quickbooks.


I appreciate the moderator for sharing the rest of the process, it was very helpful.

QuickBooks Team

Z Reports and Card Machines

Thanks for joining us here in the Community, @agilani.


You've got me here to provide the steps in creating bank rules in QuickBooks Online.


You can create rules that automatically categorise transactions for you. The more QuickBooks uses your bank rules, the better it gets at categorising. Bank rules speed up the review process. You can set the rule to automatically transfer the amount from undeposited funds into the bank.


To create a rule:

  1. Go to the Banking menu. Then select the Rules tab.
  2. Select New rule.
  3. Enter a name in the What do you want to call this rule? field.
  4. From the Apply this to transactions that are dropdown, select Money in or Money out.
  5. From the In dropdown, select the bank or credit card account.
  6. Set the rule conditions. You can set a single rule with up to 5 conditionals. Set and include the following, then select + Add a condition.
  7. In the Conditions fields, specify whether the rule applies to DescriptionBank text, or Amount. Then select ContainsDoesn't contain, or Is exactly to decide how QuickBooks applies the rules.
  8. Select the settings for the rule. Select the Transaction typeCategoryTags, and the Payee to apply.
  9. Select on Save.

Once done, QuickBooks automatically applies your rules to transactions in the For Review tab. These are the ones you need to review every day.


After that, you can review the transactions that were recognised. To learn more about this process, please read through this article: Learn how to use bank rules to automatically categorise transactions from your bank.


I'm also adding these links below that provides information about depositing customer's payments and on how to utilize the Undeposited Funds account in QBO:

I'll be right here to assist you further if you need more help with bank rules. I want to ensure your books are accurate. Keep safe!

Level 1

Z Reports and Card Machines

We recieve and card and cash payment on end of the day report by doing this do we have to enter all the card payment as Cash payment in sales receipt? then how  will match with the next day card payment came in account in bank

QuickBooks Team

Z Reports and Card Machines

Hello Sachin_20, thanks for posting on this thread, you can record the card and cash payments as sales receipt transactions in QBO. You can record the card payments separately from the cash payments so when you receive the card payments into the bank you can then match it up.


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