If my deposits showing up as undeposited funds, what am I doinf incorrectly?

Hi there, @davedogmanbenson.

It's possible that the Undeposited Funds account was used when receiving payments or creating sale receipts. Let me discuss this with you in detail and help you from there.

The Undeposited Funds account will hold your customer's payment in QuickBooks until you deposit them at your real-life bank account. You can combine these payments into a single transaction in your QuickBooks account once you have your deposit slip.

However, if you want to deposit the payment to the appropriate account when receiving it, you'll have to make sure that you selected the bank account from the Deposit to section. Let me guide you how.

1. Click the + New icon, then select Receive Payment.
2. Select the customer from the drop-down.
3. In the Deposit to section, make sure to select the appropriate bank account where you want to deposit the payment.
4. Select the invoice transactions from the Outstanding Transactions list.
5. Click Save and close once you're finished.

I'm adding this article to learn more about the Undeposited Funds account: What’s the Undeposited Funds account?

You might also want to check out this article for more details about depositing payments into the Undeposited Funds account in QuickBooks Online: Put payments into the Undeposited Funds account.

Please keep in touch if there's anything else I can do to help you succeed with QuickBooks. I've got your back. Have a great day!

Hello, 

I have a similar problem but I sync just my payments payments from an app I work on for my business.  My Deposits are already in the actual bank and sync up as well.  So basically I'm trying to deposit and match up with payment that was already synced over to show in QB and then reconcile but because assume I am doing this a little backwards, I keep having problems. Even when I try to receive the payment it wont have the customer pop up in the pull down although the customer is already in my system via the synced payment/invoice? I have already opened my second QB account so I can start all over and I am having such difficulty and nothing online is answering my exact question.    Please help.

Thank you.

Hi there, @CT35.

Allow me to provide some information about syncing payments in QuickBooks Online (QBO).

Before we start, may I know what application you're using to sync your payments? This way, I can provide accurate information depending on the app you're using, just like the Square app. QuickBooks doesn't import your customers’ info from Square, such as names or email addresses. 

Since you've mentioned that your customer is already in QuickBooks, I suggest performing some troubleshooting steps. This way, you'll be able to select the customer from the drop-down when receiving the payments.

There are times that the browser stores frequently-accessed data, thus causing websites to act weirdly. Let's try using a private browser to check if it's a browser data issue.

Here's how:

• Press Ctrl + Shift + N on your keyboard for Google Chrome and Mozilla Firefox. 
• Press Command + Shift + N for Safari. 

If this works, it means that you need to clear the browser's cache so the system can start fresh. 

If you get the same result while using a private browser, I recommend switching to a different one.

As always, feel free to visit our QuickBooks Community help website if you need tips and related articles in the future.

Please don't hesitate to visit our Community forums again if you have additional questions with QuickBooks Online. I'm always here to help. Have a wonderful day!

Hi Mark, 

 I am using Gorilla Desk. All my business is run through that app... so even when customers their payment are paid via portal through Gorilla Desk  by the way of Stripe or square if the tech is in the field and runs a card than I manually enter it through Gorilla Desk... and of course all of those transactions are synced via my bank account and then the payments/that are attached to the invoice with customer info  are synced by Gorilla desk.  I hope that makes sense. :) 

Thanks for getting back to this thread and providing us with more information, @CT35.

Let me discuss with you the possible reason why you're unable to select a customer when creating a payment transaction.

If your GorillaDesk customer list is already in your QuickBooks account, you'll have to make sure that it's properly synced to QuickBooks Online (QBO).

This means that you have to map each GorillaDesk Customer to your QuickBooks Customer. This way, we can ensure that your invoices and their information will sync to the correct account. 

If these details aren't properly matched, then this can be the reason why you're unable to select the customer in the Receive Payment window.

You can reach out to the GorillaDesk phone support. This will help you check if your third-party application is properly synced with QBO.

In addition, you can run the Invoices and Receive Payments report in QBO. This will show you the list of invoices along with your customer's payments. Just go to Reports and look for the Invoices and Receive Payments report.

Please let me know if there's anything else I can do to be of assistance. Just place your concern by clicking Reply and I'll get back to you. Have a great day and take care.

Looks like Customers are all good to go.. so how am I able to resolve the other matter?

I’m glad to know your customers are good to go, @CT35.

For your other concern, are you referring to depositing and matching up payments that were synced into QBO? If yes, link the deposit to the invoice to keep your records correct. This process keeps you from having any issues when reconciling the account. Before proceeding, make sure to meet the following criteria.

• There's an invoice for the customer.
• Payment hasn't been entered and linked to the invoice.
• The payment was entered through Bank Deposit instead of Receive Payment.

When you’re ready, let’s find the deposit and change the posting account to Accounts Receivable to keep your records accurate. Here’s how:

1. Tap the Accounting menu on the left panel to choose Chart of Accounts.
2. From the list, click on the account where you deposited the payment and click View Register under the Action column.
3. Then, choose the transaction to expand the line and hit the Edit button to view the complete details.
4. On the Bank Deposit page, scroll down to the Add funds to this deposit section.
5. In the Received From column, enter the correct customer.
6. Go to the Account column and pick Account Receivable for the posting account.
7. Click Save and close.

To connect the funds to the invoice:

1. Hit the New menu to choose Receive payment under Customers.
2. Click the Customer drop-down to select the correct client.
3. Fill in the remaining fields.
4. Navigate to the Credits section to mark the box for Deposit.
5. Press Save and close.

If your bank is already connected to online banking, download the transactions and match them to the appropriate entries. The following guide covers all the steps to accomplish this task: Categorize and match online bank transactions in QuickBooks Online.

For future reference, here’s a link that contains detailed instructions to easily perform the reconciliation process: Reconcile an account in QuickBooks Online.

If you encounter any issues, any additional information or screenshots you can provide me will help to ensure a timely solution.

Thanks in advance.  I'll keep an eye out for your response. Enjoy the rest of the day.