A common scenario we've been running into is multiple banking transactions to a single receipt/expense. The workflow goes like this:Import a receipt for a purchase with a total of say $100. Create an expense for the receipt, again for $100.Company ships the order, but in two (or more) separate transactions, charging a debit/credit card each time. One for $75, one for $25.When trying to resolve the banking transactions to the expense, nothing can be found and its non obvious how to even find either of the expenses. It seems as if the search mechanism is "expenses less than the banking transaction amount". Since the expense is already filed for $100, but the two bank transactions are less than that, nothing can be found even if you wanted to just match one and ignore the other.Sadness. :(We've run into this in many cases from several different vendors. Bestbuy, Amazon, etc. They all charge sep as items ship. Ebay for a while (back in October/November 2019) was doing multiple transactions once they started collecting sales tax. I have a whole queue of banking transactions I can't resolve because of this issue. How in the world are you supposed to resolve your banking transactions to an expense when they can't be many -> one? What is the suggested procedure here? You can't seem to split an existing expense into multiples. What is the recommended solution?

Question

Multiple bank transactions to a single receipt/expense

Forum|Forum|6 years ago
June 29, 2020
26 replies
608 views

A common scenario we've been running into is multiple banking transactions to a single receipt/expense.

The workflow goes like this:

Import a receipt for a purchase with a total of say $100.
Create an expense for the receipt, again for $100.
Company ships the order, but in two (or more) separate transactions, charging a debit/credit card each time. One for $75, one for $25.
When trying to resolve the banking transactions to the expense, nothing can be found and its non obvious how to even find either of the expenses. It seems as if the search mechanism is "expenses less than the banking transaction amount". Since the expense is already filed for $100, but the two bank transactions are less than that, nothing can be found even if you wanted to just match one and ignore the other.
Sadness. :(

We've run into this in many cases from several different vendors. Bestbuy, Amazon, etc. They all charge sep as items ship. Ebay for a while (back in October/November 2019) was doing multiple transactions once they started collecting sales tax. I have a whole queue of banking transactions I can't resolve because of this issue.

How in the world are you supposed to resolve your banking transactions to an expense when they can't be many -> one? What is the suggested procedure here? You can't seem to split an existing expense into multiples. What is the recommended solution?

QuickBooks Online

Z

ZackE_

Moderator

Welcome back to the Community, ExpoCorey.

I'll show you how to get your expense records properly matched with banking transactions. We'll use the workflow example you provided. Here's what you'd do in such a situation:

Step 1: Delete the $100 expense

1. In the left navigation bar, go to Expenses, then Expenses.
2. Locate the record you want to delete.
3. Use the Action ▼ drop-down menu and choose Delete.
4. Select Yes to finalize the deletion. Once an expense is removed, your Audit Log will maintain knowledge of it.

Step 2: Recreate the deleted expense as two separate transactions

1. In the menu bar, hit the + New button, then choose Expense.
2. For the Payee field, enter a vendor.
3. Pick a Payment account.
4. Input the date of purchase in the Payment date field and specify the Payment method.
5. Enter the amount/tax paid.
6. Select Save and close.

The last part (Step 3) is to match the receipt with both items. This is how the example you provided can be solved.

There's additionally the option of keeping the expense while excluding the two banking items from your bank feed. Then, you can reconcile the unmatched $100 record. This will also solve the problem, but it won't display a green matched box when being viewed in your register.

I've included an article which may come in handy moving forward: Enter, edit, or delete expenses in QuickBooks Online

Please don't hesitate to respond here if you have any other questions. Have a wonderful day!

W

wickedac

It's not clear from the link provided for Step 3 how to match the multiple transactions to a single receipt. Can you explain please?

JasroV

Level 8

Thanks for the clarification. Again, just so I'm not missing something, why would excluding the transaction help? The scenario in this topic is that the transactions are valid, it's just that a single expense is split over multiple transactions. Excluding any of them would mean only part of the expense gets recorded, right?

I'll clear things up for you, @HeathRaftery.

If you've any duplicate transactions recorded in your QuickBooks Online (QBO) account, excluding them is the best fix for it. This helps ensure your accounts stay accurate and steer you away from any confusion.

You can refer to this link for more details about the process: Exclude a bank transaction you downloaded into QuickBooks Online.

In regards to excluding your transactions, yes, excluding any of your split expenses means only a part of it gets recorded. If there are no duplicates recorded in your account, you can leave it as it is.

Furthermore, I've got you these steps that can guide you in categorizing your transactions:

Go to the Banking or Transactions menu.
Select the tile for the account you want to review.
Click the For Review tab, and start your reviewing your transactions.
Then Add or Match your bank transactions.

You can check out this article for reference: Categorize and match online bank transactions in QuickBooks Online.

Additionally, you can work with your accountant for guidance and to ensure the accuracy of your accounts. Once you're all set, you might want to utilize this link for reference in matching your accounts flawlessly: Reconcile an account in QuickBooks Online.

In case you have any other concerns or questions about managing your transactions, you're always welcome to add them in your reply. I'll be here to help you anytime. Keep safe and have a good one!

JoesemM

QuickBooks Team

We appreciate and have taken note of your feedback about creating expense transactions, @CSG-UK.

I'd encourage you to send feedback or product suggestions from QBO where they will be sent directly to our engineers. Here's how:

Go to the Gear icon at the top, then select Feedback.
Type in your feedback or product suggestions.
Click Next to submit feedback.

The feedback will be forwarded and reviewed by our Product Development team to help improve your experience while using the program. You can also track the request by going to this website: QuickBooks Online Feature Requests.

Feel to check out these links and articles for additional guidance reference when dealing with expense transactions in QuickBooks:

If there's anything else that I can help you with, please let me know in the comment section down below. I'll be always around ready to help. Take good care, @CSG-UK

C

CSG-UK

I have now done this thanks, and would encourage any other user to do the same if they feel this would be beneficial.

T

twozeesllc

I might have read wrong, but I don't think this solution addressed the question. I read the question to mean, 1 expense item, multiple bank transactions (same issue I have matching 2 bank transactions to 1 expense). The solution proposed creating 2 expense items linking to the bank transactions.

G

GDTS

Hello,

I don't know if it's the right thing to do. Still, when I run into something like this I would create a copy of the receipt in Adobe, and in red letters, I add a comment with the total amount of $75 and another copy for $25, I upload both receipts keeping in mind it will upload as a duplicate, and match them to each of there transaction.

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