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Level 1

If I post a payment and it doesn’t show up in record deposits automatically, can I enter it manually?

 
11 Comments
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Level 1

If I post a payment and it doesn’t show up in record deposits automatically, can I enter it manually?

A related question: I deposited a payment for a particular customer and it a) does not appear in the "Record Deposits" window when "All Types" of payments is selected, AND b) it does NOT appear in the bank register. So where did this payment go? How do I get it to appear in the bank account register in QB?????
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Level 8

If I post a payment and it doesn’t show up in record deposits automatically, can I enter it manually?

Go back to the payment window, the deposit account is show there at the bottom left.
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Level 3

If I post a payment and it doesn’t show up in record deposits automatically, can I enter it manually?

No and yes.  Items only shows up in Record Deposits if you grouped them with "undeposited funds" in the Payments window when you recorded the payment.   Easy to change though.

Open the Payments window  (click Receive Payments on the Home Page) and find the payment you want to change in the list on the left.  Click on it.

At the bottom left of the Customer Payment form, you'll see a choice of how the deposit is handled.  My assumption is that you had originally clicked on "Deposit to..." which put the funds directly into a checking account.  If you in fact did deposit the payment immediately, that's correct and the amount will show up in that register.

If you intended to combine that payment with others to create a deposit, simply change the selection for 'Deposit' to be 'Group with other undeposited funds'.  Click Save and allow the changes to be made.  The payment will now show up in the Record Deposits window.

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Level 1

If I post a payment and it doesn’t show up in record deposits automatically, can I enter it manually?

Okay, lets back-up.  I think I know what the problem is, I just don't know how to fix it.  I have a check and instead of creating a pmt for it, I went into a past payment, changed the date, the check number and the amount and saved it.  I also had checked the group with undeposited funds box.  So it deleted the original payment and now the customer is showing that they have a balance, which they shouldn't.  Can I go in and create a new payment with the old date?
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Level 3

If I post a payment and it doesn’t show up in record deposits automatically, can I enter it manually?

Yes, SkinnyRaven gave you the correct answer to your other question here:
<a href="https://community.intuit.com/questions/807339-i-am-a-quickbooks-mac-user-and-i-just-took-over-the-bo..." rel="nofollow" target="_blank">https://community.intuit.com/questions/807339-i-am-a-quickbooks-mac-user-and-i-just-took-over-the-bo...>

You have to re-enter that past payment with the original date, etc.  That will clear the accounts receivable for that person.

If the new check info that you entered was for the same person/customer... you have to delete it, too since it is probably showing as a partial payment on an invoice that was paid by the check that you had deleted.  Back all the way out to before you messed with this customer so that you can make sure that you apply the old, mistakenly changed/deleted, payment to the correct invoice(s), and any new payments properly...

You've got three open questions here on the forums - which all have to do with this same issue I think?... please continue the discussion on the question thread that is most closely related to the issue and mark the other ones as solved. :-)
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Level 1

If I post a payment and it doesn’t show up in record deposits automatically, can I enter it manually?

I'm in a similar situation. I took over another persons position that is no longer with the company.

I'm finding errors that I'm having trouble fixing. I'm new to Mac and QB's 2014. 

I have an amount that isn't showing on the register. The amount is incorrect and the date is also incorrect.

I've tried to edit/delete it but it's saying I need to delete the deposit but it's not showing on the register.

It is showing on the account as a payment. I posted a partial payment for 1 month the payment was split over 2 months. The other person had it on the same month so the statements weren't balancing. 

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Level 3

If I post a payment and it doesn’t show up in record deposits automatically, can I enter it manually?

Hi dede,
FYI - click "Add comment" unless you have an answer to the original question. :-)

I assume you mean the checking account register... and if the deposit isn't showing up there, then the payment was received and placed in 'undeposited funds' - that stack of checks/cash that is intended to make up a deposit, once you're ready to go to the bank.

If you look at the "Receive Payments" window, you'll see towards the lower left of the "Customer Payment" form that a deposit can go to 'undeposited funds' (a special no-man's land account to deposit later as a group - or directly into an account.  The "Record Deposits button on the Home screen will bring up the Payments to Deposit window - listing all of those things in 'undeposited funds' that should be somewhere on your desk to deposit.

So, I suggest that you first click on Record Deposits and see if the amount not showing in your register and/or for the problematic customer appears there?  You'll see the total amount that you received - not the amount paid for each month.  E.g., you'll see what the physical check showed.

If you see the payment, then we know why it isn't in the register.  Now go to the Customer Center and find that Customer and the payment.  Double-click the Payment transaction for that customer payment.  You should see that it was applied to 1 month and then generated a credit that you would apply to the next month.  (You cannot 'split' across 2 months... unless you've already invoiced for both months.  Instead, if a customer overpays, the balance shows as a credit, which you apply to the following month via the Receive Payments form.

The check deposit is the amount of the check no matter how it is applied - customer credit held on account, or applied to an invoice.  So, your statement should balance if the check was deposited.  You don't show the deposit as split between two months.

Sorry if I'm not clear - I'm not getting a complete picture of what you're showing for what register/statement/customer.
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Level 1

If I post a payment and it doesn’t show up in record deposits automatically, can I enter it manually?

Hi
When the payment was first invoiced there was an error only part of it went through the credit card in Nov of 12. The balance in December of 12 when the owner noticed the full amount wasn't paid in Nov. However, the person that was working on quickbooks put it all in December so it wasn't matching the bank statement. I went in and tried to fix it by splitting the amounts correctly. I have December correct, however when I did November I put the wrong amount in the amount field top left (Mac). The amount is in the undeposited fund so it looks like he has a credit. The deposit isn't on the register for me to delete or edit with the correct amount. It won't let me edit from received payments.

Thank you for your help.
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Level 3

If I post a payment and it doesn’t show up in record deposits automatically, can I enter it manually?

You to make the books exactly match what happened. No other choice. ;-)  So, you need to delete the payment that the other person entered and showed as deposited in December.  That will throw your bank balance off, but you'll fix it next.  Change the November payment that you entered to the exact amount that went through the credit card in November - and show that as deposited to the bank account (assuming your credit card processor did credit the bank in November).  Verify that the November bank statement now reconciles, and that the Customer shows an amount outstanding equal to what they paid in December for the balance.  If that's all good, go ahead and enter a Receive Payment for the credit card, going to your bank account, in December for the actual balance received in December.  The Customer and Bank accounts should not reconcile.

If your credit card processor aggregates credit card changes and credits the bank with some total of multiple transactions, then in future you'll want to put those charges in Undeposited Funds, and 'deposit' them when the credit card processor transfers the balance, less fees, to your account.

If your processor is Intuit, then there is a separate interface for depositing your credit card payments which automatically credits the customer with the full payment, and then allocates the merchant services fees to the appropriate expense account and the balance of the payment to your checking account.  Moving forward, you'll use that interface ... if Intuit is your merchant services provider.  But, to fix this, you'll need to adjust/enter the fees/etc yourself clear the customer balance, and deposit the correct amount to your checking account.

As best as I can tell from what you've said. ;-)
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Level 1

If I post a payment and it doesn’t show up in record deposits automatically, can I enter it manually?

The problem it won't let me delete or change the one I did in Nov. The one for Dec is good.
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Level 3

If I post a payment and it doesn’t show up in record deposits automatically, can I enter it manually?

Again, without more detail than is appropriate for here, I can't help completely... but it is most likely that you must delete the December transaction before you can change November... you have to back all the way out of the mistake, and then start over with the correct dates and amounts.  Hope that helps... or that someone else has time to help you further here.  :-)  Karl

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