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darn
Level 1

New checking account isn't recognizing a match between a deposit (payment) and an invoice

My company is switching banks, so I currently have two checking accounts in QBO. I just made the new one ("Checking 2") accept Quickbooks Payments deposits for customers who pay an invoice via bank transfer.

 

A few days ago, client paid an invoice and it was deposited in the new account, but the QBO can't match the transaction to the invoice. When reviewing, if I click "find match", the invoice doesn't come up. 

 

The "In Quickbooks" amounts are off on both accounts by the same amount. The 14,250 is in Checking 2, but I can't categorize it with the proper invoice (it won't show up). Screenshot here.

 

Thoughts?

2 Comments 2
Rubielyn_J
QuickBooks Team

New checking account isn't recognizing a match between a deposit (payment) and an invoice

Greetings, @darn. I'm here to ensure you're able to match the deposit (payment) to the invoice in QuickBooks Online.

 

Here are some factors why the program didn't auto-recognize any possible matches to your transaction although you've already used the Find Match tool: 

 

  • The current entry was manually cleared in the register. 
  • The amount in QBO is distinct from the downloaded transaction. 
  • The transaction type is different. 
  • The transaction is older than 180 days. 
  • The existing entry was posted in a different bank account. 

 

To resolve this, let's proceed to your register to review if the existing entry was already cleared in QBO. From there, you can also check if it has the same amount, transaction type, and date range as the downloaded transaction. 

 

Here's how:

 

  1. Select the Accounting menu and choose Chart of Accounts.
  2. Find the bank account you want to review.
  3. Click View register from the Action column. 
  4. Choose the Filter icon. 
  5. Choose the same Transaction Type with your downloaded one. 
  6. Click Apply
  7. Locate the existing entry and make sure its status is not cleared "C" in the Reconciliation column. If necessary, click the box to make the field blank.
  8. Compare the amount, date, and transaction type with the downloaded entry. If necessary, change the details to match its info. 

    banking1.PNG

 

After that, ensure that the invoice is associated with the correct bank account by opening the transaction from the Sales menu. Once verified, go back to the For Review tab and refresh the page. This way, you can check the downloaded transaction if there's already a suggested match in the program. 

 

However, if there aren't any matches, you'll have to choose the Resolve Difference section on the Match transactions page. That way, you can add the missing transaction from there. Once done, click Save to make sure you have no duplicates in QBO. 

banking.PNG

 

In case you want to modify the added transaction, you can unmatch it from the Categorized tab. The system will move it back to the For Review tab so you can properly categorize the entry.

 

Additionally, you can also reconcile your account in QBO monthly to ensure it matches your bank statement.

 

Keep me posted if you have other questions in matching bank transactions in QuickBooks. I'll be happy to help you more. Stay safe and healthy always.

Rubielyn_J
QuickBooks Team

New checking account isn't recognizing a match between a deposit (payment) and an invoice

Hi, @darn.

 

Hope you’re doing great. I wanted to see how everything is going about the transaction concern you had the other day. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at any time.

 

Looking forward to your reply. Have a pleasant day ahead!

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