Linked an account in error - how do I remove duplicate transactions?

lizhayley · ‎May 08, 2024

Hi! I am a new user and I am trying to figure out how to fix duplicate bank accounts/transactions. This is a rather lengthy post with the detailed info of how I got here, but if you scroll to the bottom you will see a summary. Thanks!

Here's what happened: I was having issues linking my bank when I first created my account, so instead I downloaded the transactions and manually loaded them. Fast forward a week and I was able to link the account, but I selected the same start date as the file that I loaded, resulting in overlapping transactions for 4 months (I guess I thought it would know it was the same account, or give me that option, but that was my mistake).

I was able to speak to QB support person, who told me to unlink the account. When I did that it is no longer showing in the Bank Transactions section, she told me since it hadn't been reconciled it was no longer there. Great! I figured I could just go back and link the account to the existing bank account that was created from the manual load. However, l didn't realize I not offered that option. (I guess once you manually load something, it cannot be converted to automatic linked account.)

So, because I have a brand new account and want to start clean, and also because I have not reconciled anything yet - I I thought the solution would be to download the categorized transactions from the manual load bank account (to save the category info) and then remove/delete those transactions, and go back and link the bank account again from the start, categorize those transactions based on the work I had done already and be on my merry way. BUT, again my mistake, because since it's not "linked" there is no way to "unlink" it, and while I do see the option to disconnect, but judging by what happened when I did that with the linked version of the account, it just removes it from your current bank accounts, but the transactions still live in the register.

Furthermore the next time I logged in I saw "Bank Accounts" on the home screen and I see the now unlinked bank account showing as a 4th account, when I click on it it takes me to the bank register and has all the transactions.

From what I can tell, the only way to delete these transactions is to go to the bank register and do it one by one. Is that correct? Or is there a way to "undo" something you essentially did in error and if you have literally not done anything with it yet (ie, no categorization etc).

I realize that usually it's not a best practice to delete things, but also, this is a brand new account, and I have barely done anything in it yet, so my thought is that if I can undo some of this and start from a blank slate that would be the least confusing thing for account organization going forward.

BUT, I've been wrong a few times already so I'm sure I'm likely wrong again...!

Can someone please confirm/advise on what I should do? THANK YOU!!!

In summary:

QBO account is less than 2 weeks old and barely used.
One bank account was accidentally loaded twice with 3 months of overlapping data (manual load and link).
The linked account was unlinked but the transactions still live in the register.
Neither account has been reconciled.
I would like to clean this up, remove duplicate accounts and transactions entirely and essentially "start over".
I prefer to not have a disconnected experience with 3 months in one "bank account" and then starting the new month with the linked account (though I'm sure I'll be told THIS is the way to fix it). And I don't mind re-doing the categorization as there weren't actually a lot of transactions and I also feel like this is perhaps a really good way to learn.

JuliaMikkaelaQ · ‎May 08, 2024

I appreciate you sharing all those details about what happened, which resulted in duplicate transactions, Liz.

Managing your bank accounts and their transactions can be tricky, especially if you're a new user of QuickBooks Online (QBO). Since you've already performed some processes to deal with this issue, I'm here to help you fix this so you can start over with a clean slate.

In QBO, your bank transactions will reflect on the bank register once you categorize or add them from the For Review tab. Since duplicates were created when you connect your bank account, you'll have to undo the duplicate transactions and exclude them so they won't show in the register. However, since you unlinked the account, you can't undo and exclude them.

To resolve this, the best option that you could do is to purge or delete your company data. Since your account is less than 2 weeks old, this process allows you to wipe out data and start your books from scratch. If you have banks connected, note that this process could permanently damage these connections, so I recommend disconnecting them all from your account before proceeding.

Once ready, you can follow these steps to delete your company data:

Sign in to your QuickBooks Online account and sign in as an admin.
Once you're signed in, open this link, or go directly to the following web address:
- https://app.qbo.intuit.com/app/purgecompany
Enter Yes to confirm you want to delete your company data, then select OK.
Choose your industry from the ▼ dropdown menu.
Click Create accounts based on my industry to help QuickBooks set up your chart of accounts after your data is wiped.
Hit Wipe data.

Please know this process only applies to Essentials, Plus, and Advanced versions. Thus, if you're a Simple Start user, you need to cancel your subscription and subscribe to a new one to start afresh.

Moreover, after finishing these processes, you may now connect your bank account to manage your bank transactions and make your account accurate and balanced.

Furthermore, I'll leave these resources you can save as a reference to help you manage your bank transactions moving forward:

With these details, you should be able to start over with your account and bank transactions. If you have any other questions or concerns about this, feel free to click the Reply button. I'm available 24/7 to assist you. Have a great day ahead!

lizhayley · ‎May 08, 2024

Hi, Thank you for this reply! I have a few follow up questions.

I am a simple start user, if I cancel my account to start afresh, why must I select one of the other subscription types? Can I not just start with the same plan, because I don't need the additional features at the added expense?

Also, I noticed that for both bank accounts that the initial transaction of the starting balance was already reconciled - I assume this happens automatically when you load/link the account and verify the date and account balance. And it seems like you're saying I would need to undo that transaction, is that correct?

Lastly, is it possible to re-link the bank account? If so, wouldn't that allow me to alter the transaction?

Why should I not just delete the transactions in this instance?

jenop2 · ‎May 08, 2024

Thanks for taking the time to reply to us, Liz. I'll jump in to answer your follow-up questions about duplicate banks and starting over again with your QBO account.

First, there's no need for you to subscribe to a different plan. You just need to cancel the existing one and create a new QBO Simple Start account.

Second, you are also correct that the opening balance equity or initial deposit when the account was created is automatically reconciled. On the other hand, downloaded and matched transactions are automatically cleared in your bank register.

You can either delete or edit the starting balance if the amount is incorrect. If not, you can leave it as it is.

If you're referring to a categorized downloaded transaction, you can indeed undo the action before excluding it.

Just go to the Categorized tab and click the Undo link under the Action column.

Although, you can also delete it directly from your bank register.

Lastly, it's possible to re-link a bank account. If you'll be using your existing QBO account, follow these steps on how to do it:

Go to your Chart of Accounts and look for the bank account.
Click the drop-down list beside View register and click Connect bank.
Follow the succeeding prompts to add it back to online banking.

If you'll be creating a new account, just follow the same steps on how to add a bank.

Feel free to check out these additional resources when using the banking feature:

Let me know if you have other concerns or questions as you start using QBO for your business. We're open all the time to provide the help that you need to ensure a successful experience with QuickBooks..

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Linked an account in error - how do I remove duplicate transactions?