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Why do my QuickBooks Online bank rules match the wrong customer for ACH deposits, even though similar rules work for outgoing payments?

Forum|Forum|6 years ago
March 28, 2020
51 replies
119 views

Good Morning,

- -this note is intended for QB Software Engineer Support--

Our company charges a flat monthly fee and many customers have allowed us to set up and ACH autopay. Which means each month our bank automatically withdraws from their bank and deposits into our bank.

I have set up Banking Rules for each client intending to match this ACH Collection to their open invoice. However, none of the rules have worked and QBO only returns a random client name for all of the ACH debits. Each month (billing cycle) I modify the conditions hoping to find a solution to no avail. I have called QB support and they have let me know many other people are having the same difficulty. My Banking Rules for utilities work just fine. Money out vs. Money in?

I have opened a case with QB in April 2019 Case # 53xxxx173. I have had no contact from QB and have tried calling back many times with zero progress.

I very much hope someone can respond to my case or let me know if this is being worked on. I am happy to provide full case number and examples of rules if you cannot access my account.

Thank you.

QuickBooks Online

Best answer by katelynner

If a bank rule isn't matching transactions the way you expect, this is usually about how the rule's conditions are written or ordered, not a broken feature.

Check whether you're matching description or bank text

QuickBooks simplifies the raw text your bank sends into a cleaner description (for example, showing just the vendor's or customer's name). If your rule's conditions are written against the description but the actual match needs to look at the unsimplified bank text, or vice versa, the rule won't catch transactions the way you expect. This is especially common with ACH deposits, where the bank text can vary more between transactions than it does for outgoing payments.

Go to All apps, then Accounting, then Bank transactions.
Select the Settings ⚙ icon within the Bank transactions section.
Select Show bank details to see the raw bank text alongside the description.
Compare that to the condition text in your rule, and adjust the rule so its condition matches the field you actually need.

Check your rule's priority

QuickBooks Online applies only one rule per transaction, so if two rules could both match, only the one with the higher priority is used.

Go to Bank transactions, then Rules.
Select Reorder, then drag rules into the order you want them checked.

If you migrated rules from QuickBooks Desktop

A few things change when rules move from Desktop to Online:

Only the first 5 conditions per rule are migrated.
Desktop rules using "Begins with" or "Ends with" become "Contains" conditions in Online, which can match more broadly than before.
A migrated Desktop rule that combined Money in and Money out conditions is split into two separate rules in Online.

Have more questions about your bank rules? Check out this article: Troubleshoot bank rules in QuickBooks Online, or leave your questions here and we will be happy to assist.

A

Arrow98Author

Here is the data from the bank statement:

Date Description Type Amount

Mar 4, 2020 Online ACH Debit [removed] From Smith 1162 ( #####123) ACH Collection $25.00

KarenEdithL

QuickBooks Team

Hello there, @Arrow98.

I'd like to ensure that your concern get's addressed. While the Community can provide answers and troubleshooting solutions to certain questions, there are things that only our phone support can do to resolve the problem.

Since your bank rule is still not working, I highly recommend giving our Customer Care Team a call again. They'll be able to do further investigation about this behavior and can open a investigation ticket if necessary.

To give you more details about Bank Rules, please check out this link: Bank Rules in QBO.

Let me know if you have any other questions. I'll be around to help. Take care.

S

SabrinaS91

Have you had any success with this? My bank rules haven't been working for a few weeks now. I have been back and forth with support, them prematurely closing my cases because they can't solve the issue. I have followed all instructions by support from deleting the rules and re-adding, changing the bank accounts to all bank accounts, changing the conditions from all to any, selecting and de-selecting auto-add, clearing my cache, the list goes on. They are rules that have worked in the past (since I started 12 months ago) but all of a sudden have stopped working. It's happening across all my files with all different banking institutions. If I create new rules with different conditions, they seem to work okay. But I can't for the life of me work out why the rest won't work.

T

TheBarkingLlama Bookkeeping

Have you had any luck with banking rules? I too haven't been able to use mine in a number of months.

A

Arrow98Author

Hi Barking:

No luck whatsoever with banking rules since 2018. We have a large group of clients on auto pay. Same amount billed and collected by our bank from their bank using the ACH wire transfer. QBO brings in the transaction but we have to manually match it to the correct client. This would be a perfect application for a banking rule.

I have tried every combination from very specific to general to get a rule to match transaction to specific client. Mind you, the bank feed returns client names and account number. You would think this would be pretty straightforward to match from QB customers and outstanding bill.

Alas, but no. While these folks on this site and the phone support try to help the problem is they seem to have no way to get to the actual software engineers. I have learned they have many similar complaints regarding the banking rules not working.

It would be a bit more palatable if when a case is opened there is actual communication to its status and if there is any possibility of getting an issue resolved.

Good Luck!! Please post if you get anything to work.

K

Kirkk

Possible fix

I use Chrome, all I did was clear my History/ Cache. This worked for me, I hope for some of you as well.

In Chrome, Hit the ellipse's (...) History > History > Clear Browsing Data

WARNING - Only do the Basic, Stay away form the Advanced tab, or you may lose stored passwords and such.

Good Luck.

C

cmoran1366

You might want to see if the case is still open. Jean Paul just closed my case without solving problem. If I was you, I would check to see if the case is still open and being worked on. The QB support is not much help, and if they tell you that someone is gonna call you, don’t hold your breath waiting… Good Luck

P

pstahl27

Hi,

I have had the same issue with the rules not working when they have worked for 7 years for my one business. Now none of the rules work except for when a fee from the bank comes across - so I looked at the rules again and noticed this new one at the top which I have the checkmark next to. With this rule in place it would seem it would override all the other rules - so I tried to delete it and the option to delete it is greyed out in both the drop down on the line with the rule and in the Actions menu. I do not want this rule and I think this is causing the issue. Please help as I have a lot of data that will take hours that I wasn't planning on. THank you!

DivinaMercy_N

Moderator

I want to ensure you can seamlessly work with your QuickBooks Desktop (QBDT) tasks, @pstahl27.

In QBDT, the Never Automatically Create Rules is a default rule that can't be deleted or modified. To isolate the issue, you can disable the auto-check status through the Preferences menu. I'm here to guide you how:

Navigate to the Edit menu and choose Preferences.
Click Checking from the left panel, and go to the Company Preferences.
In the Bank Feeds section, uncheck the options for Create rules automatically and Always ask before creating a rule.
Select OK.

I've also added this article for your reference in managing banking rules: Use renaming rules for Bank Feeds. This also provides fixes from common issues you may encounter with bank rules.

You'll also want to reconcile your bank transactions to make sure they are accounted for correctly and ensure your books are accurate.

Click the Reply button if you need more help with deleting bank rules or any banking concerns. Take care and have a productive day.

katelynner

Answer

Community Manager

If a bank rule isn't matching transactions the way you expect, this is usually about how the rule's conditions are written or ordered, not a broken feature.

Check whether you're matching description or bank text

QuickBooks simplifies the raw text your bank sends into a cleaner description (for example, showing just the vendor's or customer's name). If your rule's conditions are written against the description but the actual match needs to look at the unsimplified bank text, or vice versa, the rule won't catch transactions the way you expect. This is especially common with ACH deposits, where the bank text can vary more between transactions than it does for outgoing payments.

Go to All apps, then Accounting, then Bank transactions.
Select the Settings ⚙ icon within the Bank transactions section.
Select Show bank details to see the raw bank text alongside the description.
Compare that to the condition text in your rule, and adjust the rule so its condition matches the field you actually need.

Check your rule's priority

QuickBooks Online applies only one rule per transaction, so if two rules could both match, only the one with the higher priority is used.

Go to Bank transactions, then Rules.
Select Reorder, then drag rules into the order you want them checked.

If you migrated rules from QuickBooks Desktop

A few things change when rules move from Desktop to Online:

Only the first 5 conditions per rule are migrated.
Desktop rules using "Begins with" or "Ends with" become "Contains" conditions in Online, which can match more broadly than before.
A migrated Desktop rule that combined Money in and Money out conditions is split into two separate rules in Online.

Have more questions about your bank rules? Check out this article: Troubleshoot bank rules in QuickBooks Online, or leave your questions here and we will be happy to assist.

Check whether you're matching description or bank text

Check your rule's priority

If you migrated rules from QuickBooks Desktop

Check whether you're matching description or bank text

Check your rule's priority

If you migrated rules from QuickBooks Desktop

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