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Level 1

How to handle payment return deposit to check register and two of the same payments posted to check register?

I need to enter the following transactions into quickbooks correctly so that I can reconcile the bank statement with quickbooks bank register and not have a duplicate expense for the same payment.  An ACH payment made to a vendor cleared the bank account on Jan 29, 2015 that was coded to accounts payable. The bank statement is reconciled for Jan 2015.

A deposit was made in the bank statement on Feb 19, 2015 referenced returned ACH payment for the above payment made on Jan 29. How do I enter this deposit? How do I enter when the payment is processed again without showing a duplicate payment for this bill payment so I can reconcile the bank register.

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Best answer December 10, 2018

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Level 15

How to handle payment return deposit to check register and two of the same payments posted to check register?

from what I understand you made a payment, it was returned and you will make  a replacement payment

for the returned ach, make a deposit in the bank account and use a clearing expense account as the source account for the deposit (you may have to create an expense account called clearing first if you do not have one)

enter the new ach using the clearing expense account

when you reconcile entries will match, the clearing expense account will be zero balance, and the bill is still paid with no duplication

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6 Comments 6
Highlighted
Level 15

How to handle payment return deposit to check register and two of the same payments posted to check register?

from what I understand you made a payment, it was returned and you will make  a replacement payment

for the returned ach, make a deposit in the bank account and use a clearing expense account as the source account for the deposit (you may have to create an expense account called clearing first if you do not have one)

enter the new ach using the clearing expense account

when you reconcile entries will match, the clearing expense account will be zero balance, and the bill is still paid with no duplication

View solution in original post

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Level 1

How to handle payment return deposit to check register and two of the same payments posted to check register?

Re. this step: "enter the new ach using the clearing expense account": Do I need to create a new invoice for the new ACH payment? Thanks.
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Level 15

How to handle payment return deposit to check register and two of the same payments posted to check register?

No do this in the bank register itself
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Level 1

How to handle payment return deposit to check register and two of the same payments posted to check register?

I am using Quickbook Desktop. As per your suggestion, I would make a deposit in bank account and use source (from) as a clearing expense account.

Now how do I enter this new ACH payment as the original payment still exists and is linked to the invoice. Thus the invoice is showing as paid. Also how do I select the clearing expense account  as the system asks for AP account reference in Bill payment
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Level 15

How to handle payment return deposit to check register and two of the same payments posted to check register?

You do not enter a new bill, you do not use pay bills, just write a check, change the check number to ach, enter the amount and as the expense use the same clearing expense account
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Level 15

How to handle payment return deposit to check register and two of the same payments posted to check register?

Clearing is an Other Liability account. Don't flow this through Expense. Your "redeposit" and Replacement "check" will be Into Other Liability (still owed to someone) and Out Of Liability = processed again. The original check entry and the redeposit clear against each other to net 0 for the next reconciliation.

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