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

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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?

MariaSoledadG

QuickBooks Team

Let me guide you on how you can match your transactions, wickedac.

You can either delete the sales receipt and create two sales receipts for specific amounts. This way, you can match the two amounts on multiple transactions.

Another way is to exclude the transactions on your Banking page and manually clear the Receipt on your bank register. I've attached a screenshot so you will be guided visually.

On the other hand, when you're matching other transactions, you'll have to make sure to review and categorize downloaded transactions. To match transactions with the one you already entered, you can follow the steps below.

Find a downloaded transaction with the Match option in the Action column.
Ensure to take note of the Date, Description, Payee, and amount spent or received.
Select the downloaded transaction to expand the view.
Review the Matching records found. This is the possible matching transaction you already entered in QuickBooks.
Select the link next to each match to get more details.
Make sure this is the correct match. In particular, review the Deposit to, Payment method, and Bank account fields on forms for the existing transaction in QuickBooks.
If this is the correct match, close the open transaction.
Select Match.

For your reference, you'll want to view, print, or export a reconciliation report for your file copy.

Reach out to us if you need anything else about matching transactions. Remember, we're here to help you anytime.

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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