old deposits

Good Afternoon Finaco,

Thanks for connecting with the QuickBooks Community! With migrating from Quickbooks Online to Desktop, items may tend to migrate differently and can cause issues. What I recommend is going through and reapplying these deposits to their received payments. Here is how to create a bank deposit:

1. On the Homepage, select Record Deposits / Make Deposits.
2. In the Payments to Deposit window, select the payments you want to combine. Then select OK.
3. In the Make Deposits window, choose the account you want to put the deposit into from the Deposit to dropdown.
4. Check the deposit total. Make sure the account and selected payments match the deposit slip from your bank. Use your deposit slip as a reference.
5. Enter the date you made the deposit at your bank.
6. Add a memo as needed.
7. Hit Save & Close.

From there, you would need to manage the bank deposit, which the article linked goes into further. Another area to look at would be to review prior reconciliation to see what has been affected and re-reconcile the transactions. I encourage you to speak with your accountant as well. 

• Fix issues when you're reconciling in QuickBooks Desktop

Please feel welcome to post a reply here if there are any questions. Talk to you soon! 

Another piece of information that may help…it looks like none of our bank account reconciliations migrated over…when I attempt to reconcile recent statements, transactions back to 2016 show up in the reconciliation screen.  Can I somehow "close" all of the years prior to 2023?  That way I only have to redo reconciliations for 2023.  Then all of those unrecorded deposits (which are all 2016 - 2021) would just go away.  When I need to access them I can do so through QBDT 2020 which we still have and has no data issues.

Thanks for getting back in this thread, Finaco. We greatly appreciate your continued engagement in the Community space. It's our pleasure to assist you in handling your unrecorded deposits in QuickBooks Desktop (QBDT).

You're correct that your previous reconciliation reports were not transferred to QuickBooks Online (QBO) during the migration process. As a result, you may still see your previous bank statements when reconciling your recent transactions. Similarly, when you migrated from QBO to QBDT 2023, the reconciliation data and reports were not transferred to QBDT as well.

To sort this out, you can close your statements before 2023 by either manually comparing your bank statements to QuickBooks and recording those missing deposits or generating a journal entry for those unrecorded deposits to resolve the balances. Once done, you can proceed to mini-reconcile them so you can close them and focus on reconciling your 2023 bank statements.

Regarding your QBDT 2020 data, it's a great practice to secure a backup copy of your company file after each of your reconciliation processes to make sure you can access your data anytime and if you ever encounter such issues. Check out this article for more details: Back up your QuickBooks Desktop company file.

You may check out these articles to learn more about the limitations and differences during the migration process of each program:

• Learn how features and data move from QuickBooks Desktop to QuickBooks Online
• Learn how features and data move from QuickBooks Online to QuickBooks Desktop

Furthermore, you can keep these resources that you can use in fixing bank reconciliation issues in QBDT moving forward: 

• Fix issues when you're reconciling in QuickBooks Desktop
• Resolve common issues on the Previous Reconciliation report

Feel free to get back to us by clicking the Reply button below or posting a new query. We are committed to supporting your business endeavors and hope you have a productive day, Finaco!

Thank you for your reply.

Can you tell me more about how to proceed with this part of your recommendation?  I am afraid I need nearly step by step instruction.  Thank you!

To sort this out, you can close your statements before 2023 by either manually comparing your bank statements to QuickBooks and recording those missing deposits or generating a journal entry for those unrecorded deposits to resolve the balances. Once done, you can proceed to reconcile them so you can close them and focus on reconciling your 2023 bank statements.

Yes, @Finaco, I can provide you with a detailed, step-by-step guide to help you carry out the task recommended by my colleague in resolving your unrecorded deposits in QuickBooks Desktop (QBDT).

First, manually compare your real-life bank statements to QuickBooks for the period before 2023. Look for any missing deposits or transactions that are not recorded in QuickBooks. If you find any missing deposits or transactions, you can record them. Here's how:
 

1. Open your QBDT and go to the Banking menu
2. Select Make Deposits.
3. Enter the missing deposits and save the transactions.
   
   

Aside from that, you can also generate a journal entry to record them in QuickBooks. To do this, go to the Company menu, click Make General Journal Entries, and enter the necessary details for the missing deposits or transactions. Select Save & Close when you're done.

Once you have recorded all the missing deposits or transactions, you can proceed to do a mini reconciliation with your bank statements. Here's how:

1. Go to the Banking menu, then Reconcile.
2. Select the bank account with the transactions you need to reconcile.
3. From the Date of Statement field, enter the date for an "off-cycle reconciliation." This date can be any date between your last reconciliation and the next scheduled one.
4. In the Ending Balance field, enter the balance of your last successful reconciliation. Then click Continue.
   
   
5. In the Reconcile window, check off the transactions you are fixing and re-reconciling.
6. Make sure the Difference field shows $0.00.
7. When everything looks good, select Reconcile Now.

After reconciling the transactions before 2023, you can close the statements for that period and focus on reconciling your 2023 bank statements. It's recommended to reconcile your accounts in QuickBooks every month to ensure they match your real-life bank statements. 

If you experience any difficulties after reconciling or find discrepancies between the transactions in QuickBooks and those on your bank statements, you can find solutions to these issues in the following article: Fix issues when you're reconciling in QuickBooks Desktop.

Should you require additional assistance with any of these steps or have other concerns reconciling your accounts, leave a comment below and I'll get back right away. 

My last reconciliation in QB Online was the July 2023 statement.  However NO reconciliation information came over in the transition to QBDT.  Which leaves me with the question...what date do I use for the off cycle reconciliation?  Data in my company file goes back to November 2016 (and wow do I wish I had realized what would happen when I was making decisions about the data import...I would have brought over only 2023 data!!!)

Thank you.

Pam

Hello there, @Finaco.

We understand the importance of providing you with a specific date for the off-cycle reconciliation. However, we are unable to advise on a precise date for this process. Typically, during a mini reconciliation, the off-cycle reconciliation date can be any date between your last reconciliation and the next scheduled one.

To ensure that you use the correct date for your off-cycle reconciliation, we recommend consulting your accountant. Given the complexity of your situation, their expertise will ensure an accurate reconciliation process.

Kindly notify me by adding a comment below if you need more help or have additional banking questions in QuickBooks. I will ensure to follow up and offer the assistance you require.

Thank you for all the help.

I want to ask my question a little differently.  I have absolutely no interest in having or using the data prior to Jan 1 2023 that is in my current QBDT 2023.  That data I have access to in our old software (QBDT 2020, without it having gone through the data migration process, and thus our confidence in that data is much higher). 

How do I GET RID OF all transactions prior to Jan 1 2023 in QBDT 2023, and then I can set about reconciling this year's data.

Thanks again.

I understand that you want to know how to remove all transactions before January 1, 2023, in QuickBooks Desktop (QBDT) 2023, @Finaco. Allow me to guide you through the process.

To do this, you can use the "Condense Data" feature in QBDT, which will delete unnecessary transactions and list entries, including those before a specific date. However, please keep in mind that this process is irreversible.

Before proceeding, please consult your accountant and technical support to ensure that this is the right solution for you. The Condense feature is recommended if you have a large data file, are approaching a list limit, or have recently upgraded your hardware. Here's how you can use it:

1. Go to the top navigation bar and select File.
2. Click on Utilities and choose Condense Data.
3. Select the option that suits your company best. The system will provide an approximate reduction in your file. Then, select Next. 
4. In the "Condense Data" window, select "Transactions before a specific date" and set the date range to "Before 1/1/2023".
   Please refer to the attach image below:
   
5. Follow the prompts to complete the process.

For in-depth information on Condensing data in QuickBooks Desktop, refer to this article in QuickBooks Desktop (QBDT): Use the Condense Data utility

Looking ahead, if you're interested in transferring your QuickBooks Desktop file to QuickBooks Online (QBO), check out this article: Condense your QuickBooks Desktop file for import to QuickBooks Online

Please let us know if you have any questions or if there's anything else I can help you with regarding condensing data in QBDT. Best regards.