I am using QB desktop pro plus 2022.  I am importing user transactions and user payments using IIF files.  The files import with no failures, however they do not seem to be matching up between the checking register and the accounts receivable register.  The result is my AR continues to increase and my P&L doesn't see the revenue until I manually added the account information into the checking transaction.  Any thoughts??

Hello there, @DVFFJohn. I'll share some insight how this happen with your transactions in QuickBooks Desktop.

Before we get started, could you tell me what IIF file format or transactions you imported? A screenshot would be much more appreciated. As a result, I'll be able to offer you the best possible solution to your query.

Please don't be hesitant to visit us. You are always welcome in the Community.

Here's the User Transactions file.  I'm unsure what the format is, maybe Product Invoice

Welcome back, @DVFFJohn.

Allow me to provide information about importing IIF files in QuickBooks Desktop (QBDT).

There are some limitations when you import IIF files in QBDT. Please know that importing a transaction file doesn't automatically link to an invoice or an invoice payment. It's the reason why your Account Receivable continues to increase. You'll want to ensure you link the imported transactions to decrease your Account Receivable. To do so, you can go to the Receive Payments window and link it from there.

I'm adding this article for more details about the IIF import limitations: Export, import, and edit IIF files.

You might also want to import transactions with MS Excel files to QuickBooks Desktop. This article will guide you through the process: Import or export MS Excel files.

Should you need further assistance importing transactions in QBDT, I'm available here to help any time! Wishing you continued success, @DVFFJohn.

Mark, that is helpful to know.  If I do want to receive payment on the invoice, I enter the date, the amount paid, the AR Account is Accounts Receivable, and would the Deposit to account be the account that the payment is for, like membership dues.  I ask because there is already a payment in the Checking Register for this amount and I don't want to double count.  Thanks for your help.

I'm here to share further details about managing payment transactions in QuickBooks Desktop (QBDT), @DVFFJohn. This way, you can keep your data accurate and updated.

Before we start, I'd like to verify how did you record the payments (Check or Deposit)? If the payment shows as available credit while receiving payments when changing the account to Accounts Receivable (A/R), then do it to avoid duplicates.

However, if the above process didn't work, you can delete the payment. Then, receive the invoice payment and deposit it into your checking account. For the complete details, please see this article: Record an invoice payment.

Also, to further guide you in organizing your cash flow, and tracking sales, receivables, and profitability accurately in QBDT, I'd recommend checking out this article: Get started with customer transaction workflows in QuickBooks Desktop.

Keep me posted in the comments if you have other concerns about managing payment transactions in QBDT. I'm always ready to help. Take care, and I wish you continued success, @DVFFJohn.

Both the Payments and the Transactions are coming into QB via two IIF files.  The Payment is going into the  checking register and the Transaction is going into Accounts Receivable.  As I just learned, the Payment and Invoice don't automatically match up.  So my AR is increasing, and the Payment on the Checking Register doesn't include the Account it should go to.  If I do a Receive Payment step to the Invoice, I don't want to double count the payment.

I appreciate your concern and response.  I am not using QB online, I am using Desktop.  So I don't think it's a browser or cache issue.  I was told earlier this week by another responder that QB doesn't automatically match up invoices and payments.  If I choose to Receive Payment on the invoice, how do I avoid duplicating the payment that is already on the checking register.

I can help you handle these transactions, John. This way, your books remain accurate.

You can create a journal entry to link the invoices and their payments. This also prevents you from duplicates. You can debit your Account Receivable to decrease the figure, then credit your Income account to add the payments as revenues.

Before doing the process, you can reach out to your accountant to ensure everything is accurate. Then, follow the steps below:

1. Open your QuickBooks Desktop account.
2. Go to the Company menu and select Make General Journal Entries.
3. Fill out the fields and make sure your debits equal your credits when you’re done.
4. Select Save or Save & Close.

You can match the journal entry to your downloaded bank transactions.

Here’s an illuminating guide that contains helpful topics to ensure the amounts match your real-life bank and credit card statements: Learn the reconciliation workflow in QuickBooks. It includes steps to modify reconciliations.

Don’t hesitate to let me know if you have any other concerns or questions besides managing imported transactions. We’re always here to help you out. Take care and have a good day!

Great points to the most common reason bank transactions cannot be matched, but there is still one possibility that causes transactions to not show up to be able to match to bank transactions. If there are any discounts or adjustments or other reason that causes the sales receipt/invoice to be higher than the bank deposit amount, it will not show. When you go to the matching screen.

The reason is when you try to match transactions, QBO will only show sales receipts/invoice transactions that are equal to or lower than the amount of the bank transaction you are matching. So even if your bank account is right, time frame is right, hasn't been matched yet, it still will not show up no matter what.

Currently I cannot find any workaround besides manual adjustments of the sales/invoice amounts.

QBO, please enable amounts larger than the bank transaction to show when we try to match bank transactions.

This is absolutely frustrating --expenses and mobile deposits I've entered are not matching downloaded transactions.  And not just one --most all of the transactions I've entered within this past month are not getting matched.  I've never had this problem before.  Quickbooks has taken a dive in quality.  Will be looking for an alternative... Please forgive the tone of this note.  I just need to vent.

I am having the same issue. Payments entered are not showing up as matches against the bank feed. This needs to be fixed as soon as possible. It is causing redundant work.

The bank account is the same on the payment, there are no date discrepancy issues. 

When I delete the payment and enter it again, then it shows up as a match but it is causing massive amount of duplicated work. 

Can someone please help us?

Thank you,

Oz

Hello Michelle,

This issue popped up a week or so ago for me.

• Check payments manually entered against an invoice are not showing up as matches against the bank feed. 
• The bank account is the same on the payment, there are no date discrepancy issues either. Same as we have always been using the system
• When I delete the payment my staff accountant entered and enter it again exactly the same way, then it shows up as a match but it is causing massive amount of duplicated work.
  Can someone please help us? Some update must have messed up an important part of the system.
  Thank you,
  Oz
  Ozlem Eva Davis, CPA
  

Hi there, @ozdavis.

Thanks for sharing the steps you've performed. Since you're still unable to match the transaction on the Banking page, we can use the Find Match feature so the program will display all potentially matched transactions. Here's how:

1. Navigate to the Banking menu and select the Banking tab.
2. Next, select the Find other records button.
3. In the Match Transactions window, check the transactions that should match the downloaded transaction.
4. If the transaction you want to match is outside the date range displayed, update it. You can click the date field to manually change the From and To dates.
5. Click Save if the total amount of both transactions is the same.

For more details, check out this article: Categorize and match online bank transactions in QuickBooks Online.

On the other hand, let's also check if there are rules created that cause issues when matching the transactions. 

It's also recommended to reconcile your account regularly to ensure the balance of your QBO matches your real-life bank statement. 

If you have any other concerns matching your transactions in QuickBooks, please don't hesitate to leave a reply below. Have a good day ahead and take care. 

Yep. Whoever put in the expenses put them under the wrong account which was why I couldn't find a match. Figures...Too many hands in the pot....

I have payroll transactions that were accidentally posted to the cash account (instead of the bank account). Is my only option to exclude them?

Thanks for joining in on this thread, steven. Allow me to give you insights about payroll transactions from your bank feeds in QuickBooks Online (QBO).

You’re correct that the only way to keep your records accurate is to Exclude the transaction from your bank feeds. After that, we can utilize a Journal Entry (JE) to move the amounts recorded from the incorrect account to the correct one.

First, let’s create the JE to safeguard the recording of the transactions. Nevertheless, I recommend doing this with the guidance of your accountant to properly account for the transactions. Here’s how we can start:

1. Click the + New icon and select Journal Entry.
2. Choose the accounts where to Debit and Credit the amount in the Account field.
3. Check the amounts and ensure you enter the same amount in the Debit and Credit fields.
4. Enter more information you may have to easily track the transaction.
5. Then, click Save and close.

I also added this article for more details: Create journal entries in QuickBooks Online.

To start removing the incorrect postings from your bank feeds, we can go ahead of exclude them. Please take note that excluding transactions will remove them from the For Review tab, and the Exclude section will serve as the trash bin of your deleted download bank transactions. Use the steps below to begin:

1. Go to the Banking menu in the left panel and choose Banking.
2. In the For Review tab, select the payroll transaction that has been posted incorrectly.
3. Tap on the Exclude button.

Moving forward, let’s avoid this from happening again by correcting the payroll bank account set in your payroll settings. I’ll show you how:

1. Go to the Gear icon and select Payroll Settings.
2. Scroll down to the bottom to see the Bank Accounts section. Tap the Edit icon to make changes.
3. Select Update and press the Add new bank account.
4. Look for your bank name and enter your online banking user ID and password.
5. After that, click Accept and Submit.

You can also manually change the bank connection by selecting the Enter bank info manually option from Step 4 given above. Then, verify if it’s connected by going over to this article and referring to Step 5: Verify your bank account (if you connected manually) in this article: Change your payroll bank account.

Additionally, QuickBooks offers a variety of payroll reports. This will give you a more thorough picture of the gross pay, deductions, and tax data for your employee over a specific time frame. For a comprehensive list of available payroll reports and instructions on how to get them, please visit this article: Run payroll reports.

I can help keep your records precise. Thus, you can always post if you have more concerns about managing transactions or any QuickBooks-related matters. I’m just a post away, and take care!