cancel
Showing results for 
Search instead for 
Did you mean: 
Super Explorer **

Match Transactions Using Check Numbers First

Problem:

After syncing transactions between my bank and Quickbooks Online (QBO), I have to manually match cashed checks to checks recorded in QBO. No big deal, however, QBO matches a Check recorded by my bank to Bills instead of matching it to a Check/Bill Payment(Check) with the same check number and amount.

 

For example:

Check #12345 in the amount of $100 is recorded by my bank and is matched by QBO to three records for review, that would be Bill #114343, Bill #114456, and Bill #114563. All three for the same amount as Check #12345. I then have to click on "Find other records" and enter the check number to search for Bill Payment(Check) #12345 to match the proper record/transaction. Why would QBO match multiple Bills before matching a Check or Bill Payment (Check) with the same dollar amount?

 

I have to do this for hundreds of checks and is a big waste of time. It would seem rather intuitive for QBO to try and match a check number from my bank to a check number in QBO FIRST. If QBO cannot find a check number from my bank to match a check in QBO, the matching algorithm should THEN start guessing against other items such as Bills. So this leads me to believe that either a setting needs to be changed in QBO or I'm doing something wrong???

16 Comments
Super Explorer **

Re: Match Transactions - Check Numbers

Just wanted to add that QBO is also matching a check from my bank to a Bill that hasn't even been paid yet. So the "CATEGORY OR MATCH" column shows "1 record found" and wants to match to a Bill with no payment? This is a 1 for 1 match so I then again have to  "Find other records" and search for the check to Match.

QuickBooks Team

Re: Match Transactions - Check Numbers

Hi there, A Notary Company.

 

QuickBooks uses both amount and transaction dates when looking for a match instead of transaction numbers. It's considered a Match if they have the same amount and the transaction date is within 90 days.

 

You'll see multiple possible matches if there are several transactions with the same amounts that are within 90 days. To give you more details on how QuickBooks handles banking transactions, please see this article: Add And Match Downloaded Banking Transactions.

 

I'm taking notes of your suggestion about using transaction numbers when matching banking transactions, and will forward this to our engineers. Customer suggestions are always used whenever updates are designed to improve our products and services.

 

Let me know if you have other questions. 

Super Explorer **

Re: Match Transactions - Check Numbers

I know Quickbooks Online (QBO) collects the check number, date, and amount. This would seem like a far more accurate match using those three instead of just the date and amount.

 

For example:

My company pays its Vendors a standard fixed rate depending on the job. We use thousands of different vendors but the amount we pay are pretty standard and to the dollar amount. Such as $75, $80, $100, and $125. So if I send out 2000 checks in 90 days with 25% $75 checks, 25% $80, 25% $100 and 25% $125, I have a  .2% chance of a match, however, if I throw in the check number to match the data I have 100% match. Seems pretty straight forward for an accounting system. 

 

Having a loosely matching algorithm has created a lot of problems for my company as well. It has allowed many false matches that cause problems when attempting to pay vendors. An example is when a check is matched against a bill that hasn't been paid. When it comes time to pay the bills, the falsely match bill now shows as paid so the vendor is never sent a check.

 

This is how I would imagine the algorithm would function....

 

Data-set as seen in QBO Banking under the "For Review" section :

QB DATE,QB CHECK NO.,QB DESCRIPTION,QB PAYEE,QB CATEGORY OR MATCH,QB SPENT,QB RECEIVED,QB ACTION

03/18/2019, 6531, Check 6531, John Doe, 3 records found, $100.00, NULL, View 

 

Data-set from Bank:

BNK Date,BNK Description,BNK Type,BNK Amount

"Mar 18, 2019",  CHECK # 6531, Check, -$100.00

 

Algorithm:

If (BNK Type equals "Check" or BNK Amount is a negative number)

     Do( search for check # in BNK Description)

          If(Check number found in BNK Description)

                      Query check number in QBO company database

                      If(Check # found in QBO)

                            If(QB Check has not cleared)

                            And If(Check BNK Date is after or on QB Check date)

                            And If( Check BNK Amount equals QB Check amount)

                                     We have a 100% match! QB ACTION equals Match

                            

                            Else If(QB Check HAS cleared)

                                      Possible Duplicate Check! Red flag!

                            

                            Else If( Check BNK Date is BEFORE QB Check date)

                                      Error.... needs to be fixed! Warning

                             

                            Else If( Check BNK Amount DOES NOT equal QB Check amount)

                                      Error.... needs to be fixed! Warning                             

                     

                    Else If(Check # NOT found in QBO)

                            Search QBO uncleared checks with date range and amount - Med match

                                      Show these first

                            Search QBO paid bills with date range and amount - Med match

                                       If room, show these 2nd

                            Search QBO unpaid bills with same date and amount - Low match

                                        If room, show these last

                            QB ACTION equals View

                      

          Else

               Suggest Add record.

          

     

Else

     This is a credit or deposit. 

     Do credit and/or deposit stuff.

 

          

Anonymous
Not applicable

Re: Match Transactions - Check Numbers

Hi there, @A Notary Company.

 

Allow me to step in and help share additional information about matching transactions.

 

If this information is available and shared by your bank, then yes, QuickBooks will use this to match the transactions.

 

Let me know if you have additional questions. Also, if you need help articles in the future, you can always visit our site: https://quickbooks.intuit.com/community/Help-articles/ct-p/help-articles-us?label=QuickBooks%20Onlin....

 

I'll also be here to help if you have other concern about matching your transactions. Have a good one.

Super Explorer **

Re: Match Transactions - Check Numbers

Hi LilyC,

 

Yes, the information is provided by a major bank and is available to quickbooks. The bank also provides API's to software development companies.

 

Right now I'm looking at the Banking screen with transactions to review. Quickbooks Online has used the DATE, CHECK #, and AMOUNT to match against unpaid BILLs instead of CHECKS/BILL PAYMENT(CHECKS). Seems like the only time it matches to a check is when the amount is unique.

 

At this point I'm going to call this a Bug. I hope a ticket can be opened up on this and fixed soon. It has caused a lot of problems with false matches and creates a lot of extra work. I've been using Quickbooks software for over 15 years and this seems out of step with the accuracy and functionality that I usually experience with Quickbooks.

 

Thanks again for the reply.

 

Daniel

Anonymous
Not applicable

Re: Match Transactions - Check Numbers

Thanks for the immediate response, @A Notary Company

 

Let me help provide additional information about money out type of transactions.

 

The program analyzes the data and matches it with the existing entries. It'll look for the manually created payments and expenses entered with Check or Expense. With this, you should be able to match not just the unpaid bills but the bill payments as well.

 

I'd also recommend contacting our Online Support, so they can investigate your issue further in a secure environment. Please keep me updated on how it goes.

 

I'll be here to keep helping should you have any additional questions. 

Super Explorer **

Re: Match Transactions - Check Numbers

Hi LilyC,

 

That is the problem, it does not match Bill Payments using check numbers. It matches unpaid bills using expense amount, which is a really bad idea for the reasons I mentioned in my previous post. To match cleared bank checks to checks/bill payments made in quickbooks, I have to use the search to match function as described in my previous posts.

 

I will reach out to the online support group.

 

Thank you,

Daniel

Super Explorer **

Re: Match Transactions - Check Numbers

Unfortunately I'm not getting any type of response from the online support group.

Moderator

Re: Match Transactions - Check Numbers

Thanks for getting back to us, A Notary Company.

Let me guide and help get you pointed in the right direction.

 

At Intuit, we make sure to address all of our customers' concerns as fast as we can. But sometimes, due to unforeseen call volume, the wait time may take a bit longer.

 

I'd like to check these transactions for you and get it taken care of myself. However, I won't be able to check your account without asking for sensitive information. I don't want your account information displayed here for security reasons since the Community platform is a public forum made up of volunteer users like you.
 

Since we need to discuss sensitive information, please reach out directly to our QuickBooks Online Support and start messaging them so they can communicate with you with your most convenient time.

 

To reach us, please follow these steps:

 

  1. Sign in to your QuickBooks Online Company.
  2. Select Help (question mark icon) at the top right.
  3. Select Contact us to connect with a live support agent.
  4. Enter a brief description of your concern then hit Continue.
  5. Choose to Start messaging.

You may find this article helpful: Add and match downloaded banking transactions.

 

Keep me posted if there's anything else you need with matching your transactions via QuickBooks Online. Have a good one.

Super Explorer ***

Re: Match Transactions Using Check Numbers First

Hi, A Notary Company... I totally see where you are coming from and agree with you completely. It would be very convenient if QuickBooks can recognize the check number FIRST and then when unable to do so proceed with finding a match based from the date and amount.  Currently, not seeing a feature for that.... Looks like we need to send a feedback to Intuit develops regarding this....

 

 

Super Explorer **

Re: Match Transactions - Check Numbers

Update

 

I had to switch to a different browser for the quickbooks online chat to work.

 

After chatting with the online support group, the verdict is there is no solution. That is how quickbooks works. So this is why I maintain that matching cashed checks to unpaid bills is a programming error/bug.

Highlighted
Super Explorer ***

Re: Match Transactions - Check Numbers

That's a bummer... hopefully they realize this sooner enough. :(

Super Explorer **

Re: Match Transactions Using Check Numbers First

Seems this issue is now getting worse.

 

Today I started matching records and now all bill payments are showing the date and amount but no check numbers. 

 

Please please please help. This makes absolutely sense what-so-ever. Is there a tech person I can talk to? This for sure has to be a bug that is getting worse.

Super Explorer **

Re: Match Transactions Using Check Numbers First

for example:

QB is showing BANK DETAIL as CHECK 6644

 

Records found to match are:

 

Bill Payment 04/12/2019 $50 (then persons name)

Bill Payment 04/12/2019 $50 (then persons name)

Bill Payment 04/12/2019 $50 (then persons name)

Bill Payment 04/12/2019 $50 (then persons name)

Bill Payment 04/12/2019 $50 (then persons name)

Bill Payment 04/12/2019 $50 (then persons name)

Bill Payment 04/12/2019 $50 (then persons name)

Bill Payment 04/12/2019 $50 (then persons name)

Bill Payment 04/12/2019 $50 (then persons name)

Bill Payment 04/12/2019 $50 (then persons name)

Bill Payment 04/12/2019 $50 (then persons name)

Bill Payment 04/12/2019 $50 (then persons name)

 

Why doesn't QB just show the bill payment/check number

And why is QB still not matching via check number???????

QuickBooks Team

Re: Match Transactions Using Check Numbers First

Hello there, A Notary Company.

 

QuickBooks Online uses the date and amount when matching transactions. Thus, the check number isn't an option when matching. Also, bill payments only have reference number but don't have check number.

 

As a workaround, you can open the possible matches to verify if which of them is the correct match. 

 

You'll want to contact our Customer Care team, kindly follow the steps below:

 

  1. Go to the Help (question mark) icon.
  2. Click Contact us.
  3. Enter a brief description of your concern in the How can we help? field and click Continue.
  4. Choose an option in reaching our support team.

Feel free to post again if you have more questions.

Super Explorer **

Re: Match Transactions Using Check Numbers First

"bill payments only have reference number but don't have check number"

 

Not true. When paying bills, QB automates check numbers to the bill payments the same as when issuing numbers to regular checks. When searching bill payments, QB gives the option to search via check number... same as when searching regular checks.

 

"QuickBooks Online uses the date and amount when matching transactions. Thus, the check number isn't an option when matching."

 

Yes, this is the problem. As mentioned above in my post, this method is a very inaccurate way to match checks and causes lots of errors.

 

"You'll want to contact our Customer Care team, kindly follow the steps below"

 

Did that a while back. Response was to the effect that we will pass on the info. I'm still spending hours trying to match checks via the search option for each check. It becomes extremely time consuming when QBO servers are busy and each search takes a while to load. I still maintain this is a bug in the system as it is very un-intuitive, causes errors, and is a very slow way of matching records. Simply matching check number to check number would be extremely fantastic.

 

Need to get in touch?

Contact us