Matching Bank Feed Deposit to Multiple Invoices

It's good to hear from you today, globetreader569.

Applying a bank deposit to multiple invoices in QuickBooks bank feeds is quick and easy. You can use the Find match option to link these transactions.

Below are the steps to complete this process:

1. Go to Banking and click the payment or Deposit.
   
2. Click the Find math option.
   
3. Filter the Dates to show all the outstanding transactions.
4. Select the open invoices and hit Save.

I'm giving you these articles to know more about bank feeds in QuickBooks:

• Download, match, and categorize your bank transactions in QuickBooks Online.
• Assign, categorize, edit, and add your downloaded banking transactions.

I'd love to help if you have additional questions about QuickBooks. You have a wonderful day.

Will this process work the same for multiple sales receipts?

Welcome to the thread, @caitgrace. Happy to see you here in the Community space.

Yes, the process my colleague provided above also works when you match multiple sales receipts to your bank feed. Just select Sales Receipt on the Step 4 to show the possible match. 

You can take a look at the QuickBooks Online’s Bank Feeds: Matching Transactions article for guidance about this process.

Moreover, to learn how to review bank and credit card transactions after you download them into QuickBooks Online (QBO), see this helpful resource: Categorize and match online bank transactions in QuickBooks Online.

Let me know by commenting below if you have any clarifications or questions in QuickBooks. I'd be more than happy to answer it for you. Have a great day!

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I do as you say, but when it comes to reconcile, the amounts no longer match the bank statement, so manual additions have to be performed, to check if the figure is correct. I know That QB automatically reconciles, but That is like the same person doing the entries and doing the check at the end of the month. We like to have fresh eyes on the reconcile and always clear the auto reconcile before going over the account comparing QB with the printed bank statement.

Is there any way of ensuring that the abnk entries stay as total deposits and not split into individual invoices payments?

You've come to the right place, @Jordi J. I have just the information you'll need about

You can check your bank rules to stop the automatic categorizing of your downloaded transactions. To do this, you'll have to go to.

1. Banking, then Banking.
2. Select the Rules tab the top.
3. Verify the rules that applies to your account. You can either Edit the rule or Disable it.
4. Click Save.

With these steps, you're able to review your deposits and split them individually. You can learn more about categorizing your transactions including split transactions between multiple accounts at this link: Categorize and match online bank transactions in QuickBooks Online.

We also have a guide on how to fix bank upload errors which I'm sure you'll find helpful. It has details that'll guide you through fixing them.

Let me know if you have other questions or concerns. I'll be around to assist you. Thanks for coming in today and have a nice day ahead.

I have the same issue.  After matching multiple invoices to a bankfeed deposit, the deposit is broken up into multiple deposits ( one for each matched invoice) for reconciliation purposes.  Even more complicated when QBO creates an expense if you "resolve" a difference when matching.

This causes a HUGH headache when trying to reconcile a bank statement as none of the bank's deposit figures match QBO's figures.  You can literally have hundreds of deposits in a reconciliation that when added up, match to a single bank deposit.

I hope that I have explained this clearly.

Please let me know if you need more detail to help us with this issue.  

'm sure I am overlooking something simple.

Hello, @Patent.

When recording your payments for multiple invoices, you'd want to temporarily deposit it to Undeposited Funds. This way, you can batch deposit all the payments that were paid together. I can guide you on how to do it.

Let's first delete the individual invoice payments you've initially recorded. Here's how:

1. Open the invoice payments.
2. From the bottom portion of the screen, click More.
3. Select Delete. 

Once complete, you can receive the invoice payments again. Just make sure to use choose Undeposited Funds in the Deposit To field.

You can repeat the same process to all of the invoices that were paid together.  Now, we can deposit the transaction. Here's how:

1. Go to the New (+) icon.
2. Choose Bank Deposit.
3. Select the bank account where the actual payments are posted.
4. From the Select the payments included in this deposit section, mark all the invoice payments that you want to deposit together.
5. Click the Save and Close button. 

Lastly, QuickBooks will be able to automatically detect that a match between your manually recorded invoice payments and the downloaded bank deposit. Just make sure to click on the Match link to complete the process. 

By following the process that I laid, it will make it easy for you to match and reconcile your bank feed deposits with your multiple invoices. Also, I've added these articles about reconciliation that might help you in the future: 

• Record and make bank deposits in QuickBooks Online
• Reconcile an account in QuickBooks Online
• Reconcile hub

Always feel free to click the Reply button below if you have other questions about managing your transactions in QuickBooks. I'm just a few posts away.

I was able to match multiple payments included in one single deposit to multiple invoices. However, then I was not able to categorize each payment to the proper category in our Chart of Accounts. Without doing this, our sales figures by line item are not correct in our P&L statement.   

If I use the process described here instead, and receiving payment against each invoice to undeposited funds, and then match to the deposit that came through in our linked bank account, will that allow me to split/record the deposit into multiple line items so I can categorize each payment to a category in the Chart of Accounts?

This whole issue would be solved if there was place to categorize each invoice, but there is not. 

Good afternoon, @SSLOG. 

Thanks for following the thread and sharing your concerns. 

If I'm understanding you correctly, you can use the steps that my colleague has included above to match the deposit. However, it sounds like you've already got the deposit to match. If you're needing to categorize the transactions included in the deposit, you can split those transactions. 

Here's how: 

1. Go to Bookkeeping, select Transactions, then tap Banking.
2. Click on the tile for the bank or credit card account you downloaded the transaction from.
3. Choose the Categorized tab.
4. Find the transaction you want to move.
5. Select the blue transaction link in the Added or Matched column. This opens the transaction.
6. In the Category dropdown, choose a new account for each item on the transaction. Tip: Don’t change the Payment account.
7. When you're done, select Save and close.

For additional details about this process, check out Unmatch downloaded bank transactions or move them to another account. 

Please let me know if I've misunderstood your concern. Don't hesitate to let me know if you have any further questions. I'll be sure to keep an eye out for your reply. Take care! 

Thank you. This works but only with another step that is required first -- to create multiple categories (not simply 'services') and link each one to a specific account/line item in the Chart of Accounts. I wish it was possible to select an account from the Chart of Accounts on an Invoice directly (as IS POSSIBLE on a Bill), rather than having to do this extra step. At least now I understand there is a (cumbersome and non-intuitive) way to do it.  

Thank you for the reply.

Hey there again, @SSLOG. 

Thanks for reaching back out to the Community on this thread. 

I'm so glad that you found a solution to your issue. You can also pass along your feedback to our Product Developers so they consider improving the system for every user. 

If you have any other questions, don't hesitate to ask. I'm always here to lend a helping hand. Have a wonderful day!