Merge duplicate transactions?

lmancini220 · ‎July 15, 2020

Hi -

I have an unreconciled transaction from 2019 that I am trying to deal with without having to un-reconcile and re-reconcile everything and I am wondering if I can merge it with another duplicate transaction that is reconciled.

What happened is:

1) Client got a check for a service

2) Client marked her invoice as paid via check and into undeposited funds

3) Client deposited check into bank account

4) Client saw deposit in bank feed, and added the income to the account

5) Client reconciled the account to the bank statements - bank statement had the deposit and so did QB, all good.

6) Client THEN marked the undeposited funds as being deposited into the income account.

Step 6 created a duplicate transaction for the same income. Client should have done step 6 before step 4, and matched the transaction instead of adding it.

This was almost a year ago - I am cleaning up the books and this is the last lingering thing. I would love to delete the unreconciled transaction from the account but it will mark that invoice as unpaid since that is the transaction she used to mark the invoice. Then I would be in the same position, with a reconciled payment for an invoice that isn't tied to that invoice from a year ago.

Is there a way to fix this with out having to undo the transaction and re do the reconciliation? Can I tie a matched and reconciled transaction to an unpaid invoice?

Side note about something weird - when the deposit was added to the account, the correct customer was selected, but I do not see a duplicate payment for this customer when I am viewing the customer. Only when I am in the account.

Any insight is appreciated! Thanks!

Thanks!

Steve_C · ‎July 15, 2020

Hi lmancini220. I believe the easiest way for you to handle this would be to unreconcile the single transaction that was already reconciled from the chart of accounts. After that, you should be able to match the transactions and simply mark the matched transactions as reconciled again. To do so just follow these steps:

Select Accounting then Chart of Accounts from the left-hand menu Now, find the transaction
Once you find it, double click the transaction first and then click the R until it turns into a C.
After that, simply return to the bank feeds to properly match the transaction.
Last, after you've matched the transaction return to the chart of accounts to replace the C with an R

Doing it this way won't affect the completed reconciliation as long as the matched transactions are truly an exact match. If you need help with anything else, just leave a reply below. I'll be happy to further assist. Have a great day.

View solution in original post

Steve_C · ‎July 15, 2020

Hi lmancini220. I believe the easiest way for you to handle this would be to unreconcile the single transaction that was already reconciled from the chart of accounts. After that, you should be able to match the transactions and simply mark the matched transactions as reconciled again. To do so just follow these steps:

Select Accounting then Chart of Accounts from the left-hand menu Now, find the transaction
Once you find it, double click the transaction first and then click the R until it turns into a C.
After that, simply return to the bank feeds to properly match the transaction.
Last, after you've matched the transaction return to the chart of accounts to replace the C with an R

Doing it this way won't affect the completed reconciliation as long as the matched transactions are truly an exact match. If you need help with anything else, just leave a reply below. I'll be happy to further assist. Have a great day.

lmancini220 · ‎July 15, 2020

Followed your instructions and all went well - though now when I look at that account's reconciliation history, it says I deleted that transaction and it is showing me the difference of that amount....it is showing the correct beginning and ending balance but it says I have "changed" the reconciliation - the report only shows that I deleted the transaction, not that I added it back in...which is not totally accurate...If I had only deleted it and not added it back in, would the ending balance be different?

MaryLurleenM · ‎July 15, 2020

You're right, lmancini220.

The ending balance will be different since there are changes made on the reconciled transactions. You can undo the entire reconciliation to correct this.

To undo a reconciliation:

In QuickBooks Online Accountant, select the client from the drop-down list on the Toolbelt to open the client's company file.
Select the Gear icon on the Toolbar.
Under Tools, select Reconcile.
On the Reconcile an account page, select History by account.
On the History by account page, select the Account and Report period to locate the reconciliation to undo.
From the Action column drop-down list, select Undo.
When prompted to confirm, select Yes.
In the final confirmation window, select Undo.
Select Ok.

Check this article for more information: Reconcile an account in QuickBooks Online.

Let me know if you have additional questions.

RKA2 · ‎May 20, 2023

I have a quey regarding the same. We have booked Bills for expenses, but made the payment by Bank doing Bulk uploading monthly. Now Bill is showing upaid status & The bank payment entry directly booked into Expense. So now There are Two entries in expenses & Vendor is showing outstanding Balance. How to close the bill status

AileneA · ‎May 20, 2023

Hello, RKA2.

When downloading transactions in bulk, it's important to take the time to match them up instead of simply adding them to your records. This helps ensure accuracy and makes it easier to keep track of your finances. If there is inaccurate to your data, don't worry! We can always undo the transaction and match it to the bills. By taking these steps, you can stay on top of your finances and avoid potential errors.

Go to the Banking page and select the appropriate bank account.
Under Categorized, choose the transactions.
Click Undo.

Once done, you can use the Find Match tool to link a payment to multiple bills to ensure your account is accurate. To learn more about this, please refer to the helpful article. It contains all the necessary information you need to know to ensure your account is always up-to-date: Categorize online bank transactions in QuickBooks Online.

Also, I would encourage you to reconcile your accounts every month. This way, you can monitor your transactions and detect any possible errors accordingly. For the step-by-step guide, please check out this article: Reconcile an account in QuickBooks Online. It's a great resource that will guide you through the process and help you stay on top of your finances and up-to-date.

If you have any other concerns or questions, please don't hesitate to comment below. I'll be sure to respond as soon as possible. I'm always here to help, so feel free to reach out to me at any time. Have a wonderful day!

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Merge duplicate transactions?