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Intuit
5 helpful votes

Reconcile previously deleted and re-entered checking or credit card transactions

There may be times when transactions you already reconciled show up as unreconciled. There may be a few reasons for this:

  • Someone undid the last reconciliation.
  • Someone changed or deleted the reconciled transactions.
  • Cleared transactions were unchecked (uncleared) in the account register.
  • Funds were transferred from a previously reconciled bank account to a sub-account. [conditional show_hide="show" ]
  • Company file conversions can cause issues (from QuickBooks for Mac to Windows or QuickBooks Online to Desktop) (US only).
  • The transactions were never reconciled in the company file. This might be because the file was restored from a backup, which can overwrite data and reconciliations.

You can do a special reconciliation, also sometimes called a "mini reconciliation," to fix these issues.

Do a special reconciliation

This "mini reconciliation" method uses an "off-cycle" reconciliation date to make a correction.

This assumes you know the ending balance from the most recent reconciliation. Get this information before you start.

Fix transactions in a bank account

  1. Go to the Banking menu and select Reconcile.
  2. Select the bank account with the transactions you need to reconcile.
  3. In the Date of Statement field, enter a date for an "off-cycle reconciliation." This date can be any date between your last reconciliation and the next scheduled one.
    Note: When you enter an "off-cycle" date, QuickBooks will remind you that you're doing a mini reconciliation. This puts previously unreconciled transactions back without affecting the "cycle" that they follow.
  4. In the Ending Balance field, enter the balance of your last successful reconciliation. Then select Continue.
  5. In the Reconcile window, check off the transactions you are fixing and rereconciling.
  6. Make sure the Difference field shows $0.00.
  7. When everything looks good, select Reconcile Now.

Fix transactions in a credit card account

  1. Go to the Banking menu and select Reconcile.
  2. Select the credit card account with the transactions you need to reconcile.
  3. In the Date of Statement field, enter a date for an "off-cycle reconciliation." This date can be any date between your last reconciliation and the next scheduled one.
    Note: When you enter an "off-cycle" date, QuickBooks will remind you that you're doing a mini reconciliation. This puts previously unreconciled transactions back without affecting the "cycle" that they follow.
  4. In the Ending Balance field, enter the balance of your last successful reconciliation. Then select Continue.
  5. In the Reconcile window, check off the transactions you are fixing and rereconciling.
  6. Make sure the Difference field shows $0.00.
  7. When everything looks good, select Reconcile Now.

After you click Reconcile Now, QuickBooks asks if you want to Create a Payment Check or Create a Bill to Pay Later.

  1. Select Create a Bill to Pay later.
  2. If you need to, print your Reconciliation Report for your records.
  3. After you print the report, a bill appears on the screen. The bill amount will be the balance you just reconciled.
  4. Select Clear. This removes all info from the bill.
  5. Close the bill

This balances the account. QuickBooks won't create a bill so your credit card balance isn't affected.

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