cancel
Showing results for 
Search instead for 
Did you mean: 
Not applicable

Customer Payments are duplicated by transactions downloaded from bank.

When I receive Customer Payments and apply it to the outstanding invoices, the payment is recorded into the file.  At the end of the month, when I download the transactions from my bank, the deposit for that payment gets duplicated.  How do I receive the payment, but not have that enter into the file.  The deposit downloaded is more accurate in terms of date.

Solved
Best answer 12-10-2018

Accepted Solutions
Established Community Backer ***

Your download transactions should match the existing tran...

Your download transactions should match the existing transactions in QB. Nothing should be duplicated unless you are adding transactions instead of matching.

16 Comments
Established Community Backer ***

Your download transactions should match the existing tran...

Your download transactions should match the existing transactions in QB. Nothing should be duplicated unless you are adding transactions instead of matching.

Established Community Backer ***

When you download the transaction it first goes into the...

When you download the transaction it first goes into the Download Transactions Window for review.  Quickbooks will attempt to match the downloaded transaction to transactions already recorded into that banks register window.  In the case of payments they should match up automatically.  When they do you'll see the orange circle in the Download Transaction Window get filled to indicate a match.

Adding the transaction from the Download Transaction window after that will only mark the existing payment in the register as "cleared" (light check box) - meaning it will appear in your bank statement.

It sounds like what is happening is the downloaded transaction isn't matching up automatically.  The auto match requires that the amount and check number, if present, are exactly the same.  It then checks the date.  The date doesn't have to be exactly the same (the money often hits the bank later than when you recorded it) but I believe the dates can't be too far apart or it won't auto match.   How far apart are the dates?

You can manually match by selecting the transaction in the Download Transactions window and also in the register window and then clicking on the Match button.  This is probably what you should do if you can't get the dates to match.
Not applicable

There were two Quickbooks specific file types available t...

There were two Quickbooks specific file types available to download from my bank.  qbo and iif.

I don't know which one I chose, but I didn't get the Downloaded Transactions Window to review them.  

I think it asked me if it should put them into the register as opposed to saving to the desktop. I said yes to putting them in the register because I didn't want to accumulate files every time I did this, thinking it would still do the Download Transaction window.  Instead they went directly into the register as General Journal entries.

I don't know if I chose the wrong file type, or if because this was the very first bank download, or if I should have saved it to my desktop.
Not applicable

Update:  I tried downloading them again and downloaded bo...

Update:  I tried downloading them again and downloaded both file types.  

The IIF is the file type that prompted me to enter them into QB.  
The QBO file opened up the Downloaded Transaction Window.  

I had duplicate transactions because the match process didn't happen (because of downloading the IIF file when I did this for the very first time).
Established Community Backer ***

Makes sense.  Always use the .qbo file option.  Those wil...

Makes sense.  Always use the .qbo file option.  Those will bring into play the banking, matching, renaming rules, etc.  The .qbo file transactions have unique ids that will prevent duplicates if you stick strictly with that.
Frequent Explorer *

Re: Makes sense. Always use the .qbo file option. Those wil...

I have a similar problem the bank feeds total the day for credit-debit card transactions and I am entering each sale in individually that goes into the check register. Our payments are paid at time of service is complete. If I understood your response correctly I need to add up each day to ensure it matches the total on the bank feed and not pull in the bank feed if the amounts match. We have the same issue with bank deposits when we go to the bank to deposit check and cash those transaction are already in QuickBooks check register as a sale.

 

The correct process is to ignore the bank feed transactions not pulling them into QuickBooks if they are already in the check register. Correct? 

 

Thank you

QuickBooks Team

Re: Makes sense. Always use the .qbo file option. Those wil...

Greetings, @MP11.

 

I can provide additional information on how to avoid duplicates transactions in your bank transactions.

 

In QuickBooks Desktop, there's a specific Accounts Receivables workflow to record your transactions to avoid messing up your accounting data. 

  1. Create an invoice
  2. Record a payment
  3. Deposit customer payments

To avoid getting duplicates, make sure to select the correct Deposit To bank accountin the Customer Payment window.

 

Here's how:

  1. Open the invoice.
  2. Click Receive Payments.
  3. In the Receive Payments window, review the name of the payee, payment amount and the date paid.
  4. Choose the Deposit To account.
  5. Put a check mark on the invoices you want to pay.
  6. Click Save and Close

By doing the steps above, the payments are directly deposited to your preferred bank account.

 

Since your transactions are downloaded from your bank, just wait for the transaction to be cleared from your bank and downloaded into QuickBooks. Once downloaded, you can now proceed with matching the transactions.

 

For additional insights,  you may check out these articles:

That should do it! Keep in touch with us here in the Community if you have other questions about recording your customer's payments. I'm always here to help.

Frequent Explorer *

Re: Makes sense. Always use the .qbo file option. Those wil...

Thank you for information

 

 

Not applicable

Re: Customer Payments are duplicated by transactions downloaded from bank.

I am having the same issue. The transaction gets duplicated and none of the workflows mentioned will remove the duplicate.  

Moderator

Re: Customer Payments are duplicated by transactions downloaded from bank.

Hi there, riedabook.

 

The steps provided above help you avoid getting duplicates in QuickBooks Desktop. If you have duplicate transactions, they you'll able to remove them depending on which banking mode/view you're using.

 

Here are the steps to check your mode preferences:

  1. Open QuickBooks.
  2. Go to Edit and choose Preferences.
  3. From the Checking section, select the Company Preferences tab.
  4. Then, review the Bank Feeds section to know your QuickBooks banking mode.
  5. Click on OK to close the Preferences window.

Now, I'm linking an article that will help remove duplicate transactions in QuickBooks Desktop.

 

You can also check out this article that will help you in the future: Deposit customer payments.

 

That should do it. Let me know how it goes by leaving a comment below. I'll be here to keep helping. Have a wonderful day.

Not applicable

Re: Customer Payments are duplicated by transactions downloaded from bank.

Hi JaneD, Thank you for the fast response and tips. I should have mentioned that I am using QB Online. I tried to follow these workflows, but they don't seem to wok for the Online version.

I also found this is a known bug with the following investigation # (INV-19995).  I wrote to QB to see if there is a fix for this, but did not hear back.

QuickBooks Team

Re: Customer Payments are duplicated by transactions downloaded from bank.

Thanks for the additional information, riedabook.

 

The INV you’ve provide has already been closed. Though, i can check if there’s an ongoing investigation about this. I just need to know your bank so I can search it easily. Sometimes, duplicate transactions are due to issues on the bank side. The way we fetch data for transactions that change date and/or descriptions within your bank's website can also caused this.


You can exclude duplicate transactions in QuickBooks Online through the steps below:

  1. Go to Banking > Banking. 
  2. Select the bank account involved. 
  3. Go to For Review tab. 
  4. Select all the transactions you want to exclude. 
  5. Click Batch Actions at the top. 
  6. Choose Exclude Selected. 

Please take a look at this article for further information: https://quickbooks.intuit.com/learn-support/en-us/bank-transactions/exclude-expenses-from-downloaded...

 

Looking forward to your response. I'll be around to help. 

Not applicable

Re: Customer Payments are duplicated by transactions downloaded from bank.

The transactions were already Reviewed, and appear in the Reviewed tab. Each transaction only shows up once in that tab, so I can not exclude the duplicate. They are duplicated in the account register. One is labeled a deposit and the other is payment. The payment is matched to the invoice, which is what I expected.

The deposit is to account Sales

The payment is to account AR

This duplication impacts the cash on hand calculation. 

Highlighted
Moderator

Re: Customer Payments are duplicated by transactions downloaded from bank.

Let's get these duplicates deleted, riedabook.

 

From your register, select the deposit and click on Delete

 

Once done, please run the Sales by Customer Summary report to verify if there are no more duplicate sale entries. 

 

Here's also a guide that'll prevent duplicate entries in your register: 

  1. Create an Invoice or Sales Receipt.
  2. Receive the payment and choose Undeposited funds account in the Deposit to drop-down.
  3. Make a Bank Deposit for the payment to deposit to the correct bank account.
  4. When the bank transaction is available in the For Review tab, match it to the deposit you've created in step 3 by clicking on Find match.

By following the recommended steps when receiving payments, your bank account and register will be reconciled. Let us know if you've got more questions. We are here to help. 

Not applicable

Re: Customer Payments are duplicated by transactions downloaded from bank.

I looks like I was not following that work flow, which caused the duplicates. If I delete a deposit I didn't intend to how do I bring it back?

QuickBooks Team

Re: Customer Payments are duplicated by transactions downloaded from bank.

Hello again, @riedabook.

 

You'll have to manually re-enter the transaction once you void or delete them in QBO. For steps and additional insights on how to record and manage Bank Deposits, you can refer to the link.

 

Additionally, you may check and verify the Audit Log to view the changes made on your account, such as creating, editing, and deleting of transactions. For more details, you can check out this article: Learn about the audit log.

 

Keep in touch with me if you seek further assistance. You can post your response below, and I'll be sure to get back to you.

Need to get in touch?

Contact us