Find Match not finding all Invoices

Thank you for adding your initial post and sharing detailed information regarding your banking concern, @Malkia LLC. Let me look into this for your so you can match your entries accordingly.

Usually, QuickBooks Online (QBO) offers smart suggestions to match your downloaded entries to speed up the work for you. If not, you can click on the Find match button to do it manually. From the Match transactions page, you can filter the transaction type you want to see and their date range to narrow down your result. There are a few reasons why certain transactions do not appear. Here are the following:

• The transactions entered in QBO don't simply match the number, amount, date, or payee of the downloaded bank deposits.
• The transactions you want to match have been reconciled.
• The transaction was recorded in a different bank account.
• Often, the transaction was recorded to the wrong bank account in QuickBooks. 

Sometimes, the match is not found with the Find Match tool because the dollar amount in QB is higher than the bank transaction. I'm adding this screenshot as your visual reference.

To fix this, edit the original transaction by adding the bank fee, then refresh the Bank feed window.

1. Open the deposit or invoice payment transaction.
2. Enter the fee as a negative amount on the second line item.
3. Save and Close.
4. Switch back to the Banking page to review the result.

I'm adding these articles for more hints while categorizing your banking transactions in QuickBooks:

• Categorize and match online bank transactions in QuickBooks Online
• Tips for Working in QuickBooks Online’s Bank Feed: Matching Transactions

 That should do it for you. If you have follow-up questions in mind, notify me by leaving a comment below. I'm just a few clicks away to help. Have a good one!

My issue is that I received payments for really old invoices which is beyond half a year and I have to change the period start date every time, is there any way I can change the find match lookup start date and end date? I don't want to do it manually every time.

Hi there, Cathyliu.

Thank you for visiting the QuickBooks Community. Please know that we aim to deliver customer satisfaction at all times and fix an issue as soon as possible. With this, may I ask for additional information on which part of QuickBooks are you trying to change the find match lookup start date and end date? or, a screenshot of the area are you trying to update? I appreciate any further details so I can present accurate information and a solution.

For now, I'm adding this artilcle to see steps on how you can review downloaded transactions by matching or adding them to avoid double entries: Categorize and match online bank transactions in QuickBooks Online.

Don't hesitate to click the Reply button below and add extra details about your concern, I'm always around to help, Cathyliu. Have a good one!

From match invoices, I have to change the period start date from 2023 to 2022 to find the according open invoice

Thanks for getting back here in the thread, Cathy.

As I carefully read your initial response, there's no other way to find a match to change the invoice date inside QuickBooks Online (QBO). I understand the urgency of this matter, and I want to ensure you can resolve this as soon as possible. 

Now, a way around this would be to manually clear the payment. Also, I'd recommend contacting our Customer Care Team. This way, they can access your account in a secure environment and check to determine why it's happening on your end even though you've already changed the date. I'll gladly input the steps to get you going:

1. Sign in to your QuickBooks Online company.
2. Select Help (?).
3. Select either tab to get started:

• Assistant: Get quick, personalized answers. Select a suggested option, or type a question or topic you need help with. If you decide you need further help, you can still Talk to a human.
• Search: Search the QuickBooks Online knowledge base directly, or select Contact Us and choose a way to connect with us:
  • Start a chat with a support expert.
  • Get a callback from the next available expert.

For more details, please see this article: QuickBooks Online Support.

In addition, here's article to help you keep track of your invoices inside QBO: Run reports in QuickBooks Online.

It's been a pleasure to have you here today, Cathy. Feel free to leave a comment below if you have any additional QuickBooks-related concerns. The Community team got you covered. Stay safe, and have a nice day!

Hello...

You comment about "Sometimes, the match is not found with the Find Match tool because the dollar amount in QB is higher than the bank transaction. I'm adding this screenshot as your visual reference." is exactly what the issue is.  While it makes sense that you wouldn't normally be receiving less money than invoices sum to, it is absolutely possible (like the person mentioned above in the example with the $6 Shopify charge) that a $100 invoice was paid by the customer, and a merchant processor takes a share (say $5) and the amount deposited is $95 (less than the invoice amount).

You said to Fix this, you can edit the original transaction and show a Sales Receipt being edited.  A Sales Receipt (as I understand it) in QB is really a combination of the Invoice and Receive Payment.  We don't have the combination - we have invoices that are synced from a billing system, and receive payments that are synced from an AR system.  And there is no way to edit/add lines to a Receive Payment transaction.  So how do we address that?  We did receive $100 toward an invoice, so the Received Payment for that customer is $100, but we got a $5 charge from the Merchant Processor that needs to be recorded.  How do we do this easily when the $100 payment does not show up when we click Match in the bank transactions deposit section (because the deposit is $95 - less than the invoice).  This would be so easy if QB didn't try to be clever and just let all unmatched payments appear and allow US to filter based on amount, customer, etc....

Thank you for the details you've shared, Steve. I'm here to address your matching concern in QuickBooks Online (QBO).

Since the invoice is higher than the transactions in the bank feeds, we won't be able to match it directly. What we have to do is first, change the posting account of the payments to the Undeposited Funds (UF) or Payments to deposit. Second, create a bank deposit transferring the payment from the UF or Payments to deposit account to your bank account with the negative merchant fee, and lastly match the deposit with the bank transaction. Let me walk you through the process.

Here's how to change the posting account:

1. Go to Sales and select Customers.
2. Open the customer profile with the payment.
3. Find and open the Receive payment transaction by clicking the View/Edit button.
4. Choose UF or Payments to deposit in the Deposit To dropdown.
5. Click Save and close.
6. A prompt message will appear, click Yes.

Let's now create a bank deposit:

1. Go to +New and select Bank deposit.
2. Choose the Account where you want the payment to go.
3. In the Select the payments included in this deposit section, tick the payment.
4. In the Add funds to this deposit section, add the merchant fee as a negative amount and fill in the necessary details. Create a new vendor and new item for the merchant and merchant fee if you don't have one.
5. Click Save and close.

Lastly, match the bank deposit to the bank transaction.

Additionally, please reconcile your accounts regularly to keep them accurate and up-to-date.

Let us know if you have other concerns about finding a match and managing your invoices in QBO. We're here to help you in any way we can.