One that comes up often when dealing with master credit card accounts with subcards in QuickBooks. The situation you described (crossed statements and a past-due payment) can definitely cause timing mismatches between the parent and subaccounts. Let’s walk through how to fix it properly.
1. Understand How QuickBooks Handles Master and Sub Credit Cards
In QuickBooks, the parent (master) credit card account is essentially a summary account. The subaccounts (the individual cards) feed into it.
You reconcile only the parent account, not the subs.
The parent account should always show the combined total of all sub-card activity.
The sub-card balances are like “subledgers” — they shouldn’t be reconciled independently.
Since you mentioned the parent account is reconciled correctly with a zero balance, that’s a good sign — your overall data is accurate. The issue is likely just that the subaccounts have transactions misclassified or recorded to the wrong card.
2. Identify Where the Differences Came From
Here’s what usually causes this:
A payment was recorded directly to one subcard instead of the parent account.
A charge was posted under the wrong card.
The “crossed statement” timing caused some transactions to be recorded in the wrong month or under the wrong account.
Run the following reports:
Transaction Detail by Account report
Filter for the entire credit card parent and subs.
Sort by Cleared Status and Date.
This helps you see which transactions may have landed in the wrong subaccount.
Check that all payments are recorded against the parent account, not the individual cards.
3. Adjusting the Subaccount Balances
If the parent account is correct but the subs are off, you can make journal entries, but only to reallocate balances between subaccounts , not to change the total.
Here’s how to do that safely:
Example:
Let’s say Card A is overstated by $200, and Card B is understated by $200.
Create a journal entry:
This keeps the total under the parent account unchanged while correcting individual card balances.
If the total parent balance changes, that’s a red flag, stop and double-check before posting.
4. If You Can’t Find the Source of the Discrepancy
If you’ve combed through and still can’t find the issue:
Reconcile from the parent account only going forward.
Consider merging all transactions into one subaccount for simplicity (many users do this if all cards are paid from the same statement).
Avoid reconciling the subs — only the master account needs to be tied to the statement.
5. Key Takeaway
- Reconcile the master (parent) account only
Ensure all payments post to the parent, not subaccounts
Use journal entries only to move balances between subcards, not to alter totals
Avoid forcing reconciliations, it’s better to correct misclassified entries
