Duplicate bank entries from invoices and bank deposits

DDOW12 · ‎January 14, 2024

Hi,

I am new to quickbooks. I am seeing duplicate entries in my bank transaction. 1. My invoices I list as accounts receivable and when I send it to my client, they automatically pay my business account, not through quickbooks as they have a 3rd party provider provide payment directly to my business account.

The issue:

When I go and click on invoice paid, it will show in my bank transaction and so will the automatic payment my client paid.

1 How do I link the invoice to that payment that is in my bank so it shows it's matching and/or 2, how do I remove one of the of them so its not a duplicate in my bank transactions.

AbegailS_ · ‎January 14, 2024

Welcome to the Community. I understand that managing bank transactions can be challenging. I'm here to lend a hand to help you address your duplicate entries, @DDOW12.

It looks like your client's online payment went directly into your bank account and was automatically added to your bank register. Meanwhile, you also manually marked the invoice as paid, causing a duplicate payment deposit in QuickBooks.

What we can do here is undo the downloaded payment to bring it back to the Banking page. Then, match it to the manually added payment instead of matching it to the invoice. This will help ensure that the payment is correctly linked to the invoice and avoid the duplication in your bank transactions.

To do this, you can follow these steps:

Go to the Transactions menu.
Click the Bank transactions tab and select the bank tile in question.
Locate the downloaded payment transaction in the Categorized tab that is causing the duplication.
Select Undo or remove the match for this transaction.
Then, manually match it to the corresponding invoice payment within QuickBooks.

See this screenshot below for your reference.

Additionally, here's an awesome resource that you can access to have a guide in managing your transactions: Categorize and match online bank transactions in QuickBooks Online.

It's also recommended to perform the reconciliation process regularly to make sure your accounts are matched. To get started, check out this link for the detailed instructions: Learn the reconciliation workflow in QuickBooks.

I'd love to know updates about this. If you have any other questions about managing your bank transactions in QBO, feel free to leave a reply below. I'm just around the corner to help. Have a good one and keep safe.

View solution in original post

AbegailS_ · ‎January 14, 2024

Welcome to the Community. I understand that managing bank transactions can be challenging. I'm here to lend a hand to help you address your duplicate entries, @DDOW12.

It looks like your client's online payment went directly into your bank account and was automatically added to your bank register. Meanwhile, you also manually marked the invoice as paid, causing a duplicate payment deposit in QuickBooks.

What we can do here is undo the downloaded payment to bring it back to the Banking page. Then, match it to the manually added payment instead of matching it to the invoice. This will help ensure that the payment is correctly linked to the invoice and avoid the duplication in your bank transactions.

To do this, you can follow these steps:

Go to the Transactions menu.
Click the Bank transactions tab and select the bank tile in question.
Locate the downloaded payment transaction in the Categorized tab that is causing the duplication.
Select Undo or remove the match for this transaction.
Then, manually match it to the corresponding invoice payment within QuickBooks.

See this screenshot below for your reference.

Additionally, here's an awesome resource that you can access to have a guide in managing your transactions: Categorize and match online bank transactions in QuickBooks Online.

It's also recommended to perform the reconciliation process regularly to make sure your accounts are matched. To get started, check out this link for the detailed instructions: Learn the reconciliation workflow in QuickBooks.

I'd love to know updates about this. If you have any other questions about managing your bank transactions in QBO, feel free to leave a reply below. I'm just around the corner to help. Have a good one and keep safe.

DDOW12 · ‎January 15, 2024

Thank you!

It was still showing when I tired that method but I did see I can match the invoice to the bank deposit by finding a match in the transaction and either confirming. This appears to have removed the duplicates.

You are correct that our client pays directly to the bank so this will happen every time but for my bookkeeping I still need to create invoices. I will need to do this each time.

Appreciate you help.

Irene R · ‎January 15, 2024

Hi there, @DDOW12.

I'm happy to hear that my colleague, was able to assist in finding the solution with your duplicate transactions in managing your roles in your QuickBooks Online (QBO) account.

Feel free to contact me if you need help managing your account or using any QBO features. I'm always here to assist you at any time.

DDOW12 · ‎January 15, 2024

Two of my invoices are not matching up in the transaction I try to confirm the transaction to the invoice. I can't seem to find the problem. All invoices are categorized the same and so are the bank payments/deposits.

Is this a categorization issue or am I overlooking a small detail?

IrizA · ‎January 15, 2024

Let me share some steps for matching the invoice transaction with the other transactions in QuickBooks, DDOW12.

As you connect your bank account in QuickBooks Online (QBO), it will automatically download your transaction and match it with the transaction in your QBO account. If the system won't find a match, it'll create a new transaction record for you which you might approve and will be stored in the Categorized tab.

Since you mentioned that all invoices are categorized, I recommend reviewing them again to ensure that you match the right transactions. You can unmatch the downloaded transaction if needed. Once the transaction is unmatched, it will reflect in the Review tab within the Banking Transaction.

You can also refer to this material to learn more about how to match downloaded bank and credit card transactions, put them in the correct accounts, and avoid duplicates: Match online bank transactions in QuickBooks Online.

After reviewing and categorizing your transactions, you may proceed to reconcile your accounts in QuickBooks.

Please let me know if you need further assistance by clicking the reply button. We're always around to help you.

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Duplicate bank entries from invoices and bank deposits