QB Checks Not Matching Bank Download

Hello @ProSite,

Let me help share information about how you can work well with your bank transactions in QuickBooks.

To start with, you can easily match your downloaded transaction as long as the amount and date are the same as the existing ones in your register.

Saying your transactions did not match automatically, have you created a rule to accomplish this. That being said, here's an article you can read to learn more about how you can match your bank transactions: Add and match Bank Feed transactions in QuickBooks Desktop.

Additionally, I've also included this helpful article for the troubleshooting steps in case you'll bump into issues while working with your bank transactions: Learn how to fix some of the OL and OLSU Bank Feeds errors in QuickBooks Desktop.

If you have any other concerns, please let mow by leaving any comments below. I'll be here to lend a hand. Stay safe and well!

I have reviewed those solutions. It appears that it's saying we have to create Rules for each vendor in order to match them to the check created in QB? That doesn't make sense to me. 

If, when we write the check, we put in the vendor name, category, etc. why wouldn't it automatically match up on the downloaded bank statement?

Thank you for getting back to us, ProSite.

I can share some details about why those checks aren't matching in QuickBooks Desktop. You don't have to make a bank rule for each vendor.

You can find those checks on the register and verify that they're not matched to another downloaded transaction or have been reconciled. Both of these will prevent a transaction from being able to be matched.

You need to clear those reconciled checks so you can match them. Let me show you how:

1. Go to the Lists menu, then Chart of Accounts.
2. Double-click the account, then locate the check.
3. Change the status by clicking the Checkmark column.
4. Then, go back to the Bank Feeds and match your transactions.

Once done, make sure to go back to your register, and put a checkmark. Doing this will keep the balance accurate.

Let me know if you need additional information about matching transactions. I'm always glad to help you.

One little detail.  Why did they come in as "Split" in the first place? We're trying to figure out how to prevent this for future downloads.

Thanks for getting back to this thread, @ProSite.

Allow me to provide you more info with regards to the cause of split downloaded transactions in QuickBooks Desktop (QBDT).

If you've created bank rules in QuickBooks, this will affect the categorization of your downloaded banking transactions. This can be the reason why your bank transactions are categorized as split. 

You can the settings of your bank rules to check if the issue is related. Here's how:

1. From the Banking menu, select Bank Feeds and click Bank Feeds Center.
2. Select Rules in Bank Feeds window.
3. In the Rules List window, highlight the renaming rule you need to check.
4. From the Action column, select the drop-down and choose Edit Rule.
5. Check your bank rules settings and change the details that might affect the downloaded transactions.
6. Once done, click Save.

Additionally, how your bank transactions show in the Bank Feeds Center depends on how your bank categorized them when transferred into QuickBooks. This can be also the possible cause why these transactions are classified as split when downloaded to QuickBooks.

For more details on how to modify your bank rules in QBDT, follow the steps in this article: How to create, modify, and fix common issues with renaming rules for Bank Feeds in QBDT.

I'm just a reply away if you have other questions with the QuickBooks Desktop. Just add the details of your concerns in this thread and I'll help you out.

This is getting frustrating. Likely because a different person answers each time. Please review this feed. I'm asking why checks ISSUED THROUGH QB don't match up with the bank downloads. Why wouldn't check numbers match up? That should be automatic.

Hi there, ProSite.

This isn’t the kind of impression I want you to have when using the product.  I can share some insights into why the check numbers in QuickBooks don’t match the ones in the bank feeds.

This can happen when the entry in QuickBooks has a different transaction number, amount, date, or payee from the downloaded data. Edit the information based on your bank records so it will match. Perform this one if the transaction is the exact match in QuickBooks.

As mentioned by my colleague, make sure the checks aren’t matched to another downloaded transaction or have been reconciled. I suggest following the solution shared above to resolve the issue. For additional information go to the Here’s what to do if QuickBooks can't find a match section in the following article: Add and match Bank Feed transactions in QuickBooks Desktop. 

However, if the data is not reconciled, I recommend contacting our Technical Support Team. They can review the mapping and settings of your bank feed in a secure space.

Our specialists will also assist in applying the permanent solution. This is to ensure you can seamlessly match the checks numbers (QuickBooks and downloaded transactions).

Here’s how:

1. Click on the Help icon at the top menu bar to select QuickBooks Desktop Help F1.
2. In the Have a Question window, scroll down to choose the Contact us link.
3. This will display the Contact Us screen.
4. Navigate to Tell us more about your question section to enter the issue or topic in the field box.
5. Press the Search button to display the Get Phone Number or Start a Message button.

Let me share this guide to view the support hours and types: Contact QuickBooks Desktop

You can bookmark this article for future reference. It contains troubleshooting steps to resolve common bank feeds issues: Fix OL and OLSU Bank Feeds errors.

Keep me posted if you have any other QuickBooks concerns. I’ll be right here to assist further. Have a good one. 

Thank you. We'll try again tomorrow.

I have a cleared check and know how to unclear and reclear after a match.

I have a very unique problem.  Somehow the download from my bank shows my check number 859 BUT the actual check already cleared is actually 5859.  Obviously, the bank read/created the download wrong.

I can't edit either the downloaded or cleared check as all grayed out so it will NOT let me match saying they are different.  Other than using a G/L transaction to clear one, is there anything else I can do to fix?

Hi Linnberg!

Welcome and thanks for your question! Let me help you out.

It's really unique because the check numbers are different, but you can still match them manually. What you can do is click the ACTION field of the downloaded transaction, select Match to Existing Transaction, and choose the check with a number 5859 in the list in the next window.

Here's a sample where the check number of the downloaded transaction is 242, but my record is 8242.

About un-clearing and re-clearing a transaction after a match, this is possible. You just need to find check 5859 in your register, click the field that has a lightning bolt (matched) symbol until it changes to a blank (unclear). Then, click it again until you see the checkmark (cleared).

Please note that un-clearing a matched transaction will not bring back the downloaded transaction into the Transaction List in the Bank Feeds Center, so be sure not to forget to manually clear the check in your record to indicate that it has been cleared in your bank.

After matching and clearing your transactions, you can reconcile your checking account.

Please don't hesitate to reach back out if you need more help with your bank transactions. The Community team is always here to help you. Take care!

After posting, I see this thread is about QB Desktop.  The following is applicable for QBO.

For what it's worth to anyone else who runs across this, here's the behavior I've seen in QBO while trying to troubleshoot this:

1. If the transaction is entered as a "Check" and has a numeric "Check No" value in that field, QBO will not auto-match it to bank transactions unless that number is in the Bank Detail text.

2. If the transaction is a "Check" and something else (like "ACH" or "Transfer"), QBO will auto-match to a bank transaction that matches the amounts and is close in dates.

See screenshots below.

My takeaway?  If you're paying something by ACH or Bank Transfer or Zelle or anything other than a traditional paper check, indicate a textual payment type in the "Check No" field.  It's more accurate, and makes life just a little simpler.

NO AUTO-MATCH

SUCCESSFUL AUTO-MATCH

the "match" has been working for many years, I don't remember doing anything.