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Intuit
4 helpful votes

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

There may be times when transactions that were already reconciled will show as unreconciled. Here are some of the possible causes:

  • Undo Last Reconciliation was clicked.
  • The reconciled transactions were changed or deleted.
  • The cleared transactions were unchecked (uncleared) in the account register.
  • Funds were transferred from a previously reconciled bank account to its sub account.
  • The company file has been converted between QuickBooks for Mac and Windows or between QuickBooks Online and desktop (applies to US only).
  • The transactions were never reconciled in the company file (perhaps a backup was restored and overrode the file where the reconciled transactions existed).

Whatever the reason is, you must re-reconcile the transactions. A mini reconciliation or special reconciliation should help you complete this task with ease. There are two methods available for completing this process. Choose the method appropriate for the situation.

Method 1

This method uses an "off-cycle" reconciliation date and require that you know the ending balance from the most recent reconciliation.

Reconcile a bank account

  1. From the Banking menu, select Reconcile.
  2. Select the Account 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 the last and the next scheduled reconciliation.Note: Using an "off-cycle" date will remind users that a mini reconciliation is being used to put 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 click Continue.
  5. In the Reconcile window, check off the transaction/s you are re-reconciling.
  6. Be sure that the Difference field shows $0.00 then click Reconcile Now.

Reconcile a credit card account

  1. Follow the steps above to reconcile a bank account but choose your credit card account instead.
  2. After you click Reconcile Now in the Credit Card reconciliation window, you will be asked to create a Payment Check or Create a Bill to Pay Later.
  3. Select option to Create a Bill.
  4. After printing the Reconciliation Report (if desired), a bill appears on screen for the Credit Card. The amount on the bill will be the balance you just reconciled.
  5. Click Clear at the lower right side of screen. This removes all information from the bill.
  6. Close the Bill Window.
  7. A bill is not created and it will not affect your credit card balance.

Method 2

This method uses a date other than the most recent reconciliation and does not require that you know the ending balance from the previous reconciliation.

Reconcile a bank account

  1. From the Banking menu, click Reconcile.
  2. Select the account you need to reconcile.
  3. In the Date of Statement field, enter an off-cycle date within the statement period on which the transaction appeared. This ensures that the transaction appears in the proper reconciliation report period.
  4. In the Ending Balance field, enter $1.00 then click Continue. Note that $1.00 is an arbitrary figure to let you begin the reconciliation and will be modified in a later step.
  5. In the Reconcile window, check off the transaction/s that you are re-reconciling.
  6. Take note of the Cleared Balance amount at the bottom right.
  7. Click the Modify button to reopen the Begin Reconciliation window.
  8. Copy the Cleared Balance into the Ending Balance field then click Continue.
  9. The Difference will now be zero. Click the Reconcile Now button.

Reconcile a credit card account

  1. Follow the same procedure for reconciling a bank account but choose your credit card account.
  2. When you click Reconcile Now, QuickBooks will show a message:

    The outstanding balance on this account is $______.To pay all or a portion of this amount, select the payment type and click OK.To leave the balance in reconciled account, click Cancel.

  3. Be aware that creating a bill that you are not prepared to pay now will put QuickBooks and your statement out of sync because QuickBooks shows a payment and your statement does not.
  4. Click Cancel on the message window.

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