Double counting of expense/bill and cleared checks

Hello @DrKB:

You were doing fine with entering a bill and paying the bill.  Now you need to MATCH that transaction at the bank feed level.  If you enter it, it will add the expense a 2nd time, which you obviously do not want to do.

Lynda

Lynda,  thank you for the advise!  I download all of my bank and credit card transactions electronically, and 'Add' them to QBs once the proper information is completed (location, class, account, description, etc.).  Is that different than 'Match' the transactions?  Is there a way to Match (ie. link) those two transaction together, once they've been added?  Do I need to delete the 'add' transaction and then 'match' them?

Hi I am having the same issue. The payment was paid directly from Quickbooks at the time the bill was created. Therefore the bill is marked as paid and does not show up in the list of open bills to match the bank transaction to. 

Hello there, Ashley247.

You have me to help you match the bank transaction and the open bill. 

To start with, we'll have to create an Expense transaction. This way, the system will record the bill payment you've made. I'll show you how:

1. From the + New button, select Expense.
2. Select the Payee and the correct bank account.
3. Select an expense account in the Category details section.
4. Enter the Description and AMOUNT.
5. Click Save and close.

Then this time, we'll have to match it to the banking transaction.

1. From the Banking tab, select Banking.
2. Select the expense transaction.
3. Click the Match radio button, and then select Find other records.
4. In the Show field, select Open bills.
5. Select the bill payment.
6. Click Save.

I've also added this article when you're ready to reconcile: Reconcile an account in QuickBooks Online.

Feel free to get back to me if you need help. I'll be around!

Thanks for your response Adrian. This unfortunately does not solve the problem because we are using the new "save and schedule payment" feature when creating a bill. This takes us directly from creating a bill to initiating a payment through our bank account, after which the bill is marked as paid. However once the transaction clears the bank, it shows up AGAIN in the banking tab even though the bill is already closed/paid. 

I appreciate you for trying the steps I've shared, Ashley247.

At this time, I'd recommend reaching out to our Phone Support team. This way, an agent can take a look at your account and verify why the transactions are still showing in the Banking pager.

Here's how you can contact us:

1. From the ? Help icon, click Contact Us.
2. Enter The transactions are still showing on the Banking page even after it's paid.
3. Click Let's talk.
4. From there, select either Schedule a call, Get a call, or Start a chat.

I've also added this article as your guide when matching transactions: Categorize and match online bank transactions in QuickBooks Online.

Let me know if you have other payroll concerns. I'm here to help you out!

Hi Adrian

I have the exact same issue as the author of this post. 

Could you share how to fix this double counting issue of the same paid Bill showing up again as Expense? 

Its 2023, and I am having this issue as well. Has it not been fixed? I printed a check from Quickbooks and it shows up on the register. Then when it cleared it showed up again. I do not recall the "match" option when I downloaded transactions from the bank. Seems like Quickbooks needs to fix this on a coding/algorithm level. We pay $200 for the Advanced service so I would appreciate it if it could work correctly and not make me work harder.

I appreciate you sharing your concern with us here, ExecSec9.

As we aim to provide timely assistance and resolution to your checks, we need further information on what's happening on your end. May I know if these checks are showing up again on the Print check even after clearing the printed check? You can also share screenshots to help us ensure we've got accurate details and further review what's causing the issue.

Any additional information that you can provide will be greatly appreciated.

We'll be right here, willing to back you up if any additional details are added. Please don't hesitate to leave them in the comments below. Take care.