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Level 3

QBO Won't Match Receipt with Transaction, but it will Match Transaction with Receipt?

Still learning how QBO's Banking works. Not at all intuitive for me. Help?

 

I few days ago I emailed a receipt. I confirmed it is showing in the Receipts tab. I waited for the banking transaction to show in my banking feed to see how matching works.

 

Today the banking transaction downloaded. Even though the Description/vendor field values and Amounts field values are identical, QBO didn't offer to match them. 

 

First question: I thought QBO would offer to match a transaction with a receipt, automatically when the transactions are imported from my bank, if there was a match. It didn't. Is it supposed to? 

 

QBO didn't match them, so I did it myself. Or at least I tried. From the banking feed, I clicked Find match. QBO didn't find it. I read somewhere it would find it if I Added it first. So I added it. Still no match found.

 

Second question: I thought QBO would offer to match a transaction with a receipt if I specifically manually told it to go look for a match and there was one. It didn't. Is it supposed to?

 

Lastly, since QBO didn't find the match on its own, and wouldn't find it when I told it go find it, I went to the Receipts tab. There the receipt was showing the match ("1 record found"). This clearly confirms that QBO was capable of matching the transaction and the receipt based on the data provided in each (even though the dates were off by one day), it just chose not to.

 

Third question: Is this the way QBO is supposed to work? If it won't find a match automatically when transactions import, and won't find it when I tell it to Find a match from the Banking review tab, will it only match a receipt with a transaction, and only from the Receipts tab, and only after I've added the transaction?

Solved
Best answer June 10, 2020

Best Answers
Highlighted
QuickBooks Team

QBO Won't Match Receipt with Transaction, but it will Match Transaction with Receipt?

I really appreciate you for taking the time to post your concern here in the Community, @jeffbean.


Let me share some information on how QuickBooks Online banking works.


For your first question, QuickBooks Online reads the receipts, extracts information, and automatically matches to a transaction. However,  QuickBooks won't automatically match them from the banking page to the receipt, unless (either receipt or banking transaction) is already added. 


Sometimes if the transactions aren’t exactly the same, QuickBooks won’t find it. And it's you to manually locate and match them.


 QuickBooks Online allows users to directly upload receipts to the QuickBooks Online banking center where QuickBooks will read the receipt and either match to an existing transaction or allow users to add a new one.

 

There some criteria that could prevent the program from matching. Kindly check these:

 

  1. Verify the transaction first.
  2. Make sure the QuickBooks Online transaction has not been previously matched to another transaction.

Once you add the receipts and bills in QuickBooks, they’ll show up in the For Review tab where you can review, edit, and match transactions. The receipts tab is where you can manage to match your expense receipts and bills all in one place.


You can read more of these articles about matching and managing receipts:

I also added our help articles where you can learn more about banking, account management, and many others. You can select each to view them.

 

If QuickBooks unable to match, try to clear your browser’s cache. There are times unexpected behavior occurs. You can always get back to me here in the forum if you have follow up questions. Please take care.

View solution in original post

Highlighted
Level 3

QBO Won't Match Receipt with Transaction, but it will Match Transaction with Receipt?

So you've confirmed what I found: Quickbooks will match a receipt to a banking transaction, but it won't match a banking transaction to a receipt (not unless the receipt has already been matched to or added as a transaction first).

 

Apparently I should change my bookkeeping process to accommodate the way Quickbooks wants me to work, which is to review receipts first, match them to existing transactions or add them as transactions, then when the banking transactions download they should match.

 

(To correct a misconception: QBO had no problem matching the the receipt with the banking transaction, eventually, once it decided to look for it.)

View solution in original post

6 Comments
Highlighted
QuickBooks Team

QBO Won't Match Receipt with Transaction, but it will Match Transaction with Receipt?

I really appreciate you for taking the time to post your concern here in the Community, @jeffbean.


Let me share some information on how QuickBooks Online banking works.


For your first question, QuickBooks Online reads the receipts, extracts information, and automatically matches to a transaction. However,  QuickBooks won't automatically match them from the banking page to the receipt, unless (either receipt or banking transaction) is already added. 


Sometimes if the transactions aren’t exactly the same, QuickBooks won’t find it. And it's you to manually locate and match them.


 QuickBooks Online allows users to directly upload receipts to the QuickBooks Online banking center where QuickBooks will read the receipt and either match to an existing transaction or allow users to add a new one.

 

There some criteria that could prevent the program from matching. Kindly check these:

 

  1. Verify the transaction first.
  2. Make sure the QuickBooks Online transaction has not been previously matched to another transaction.

Once you add the receipts and bills in QuickBooks, they’ll show up in the For Review tab where you can review, edit, and match transactions. The receipts tab is where you can manage to match your expense receipts and bills all in one place.


You can read more of these articles about matching and managing receipts:

I also added our help articles where you can learn more about banking, account management, and many others. You can select each to view them.

 

If QuickBooks unable to match, try to clear your browser’s cache. There are times unexpected behavior occurs. You can always get back to me here in the forum if you have follow up questions. Please take care.

View solution in original post

Highlighted
Level 3

QBO Won't Match Receipt with Transaction, but it will Match Transaction with Receipt?

So you've confirmed what I found: Quickbooks will match a receipt to a banking transaction, but it won't match a banking transaction to a receipt (not unless the receipt has already been matched to or added as a transaction first).

 

Apparently I should change my bookkeeping process to accommodate the way Quickbooks wants me to work, which is to review receipts first, match them to existing transactions or add them as transactions, then when the banking transactions download they should match.

 

(To correct a misconception: QBO had no problem matching the the receipt with the banking transaction, eventually, once it decided to look for it.)

View solution in original post

Highlighted
Level 3

QBO Won't Match Receipt with Transaction, but it will Match Transaction with Receipt?

Curious. This reply above from @MadelynC was just marked as a "Solution." I didn't do that. (I didn't because it didn't address all my questions and spent more time answering questions I didn't ask.) Someone else identified it as a "Solution." Didn't know that would happen in this forum.

Highlighted
QuickBooks Team

QBO Won't Match Receipt with Transaction, but it will Match Transaction with Receipt?

Hi there, @jeffbean

 

I will be forwarding this to our engineer's team to further review regarding the marked as a Solution. Moving forward to answer your questions, QuickBooks matched the downloaded transaction with the one you already entered. This links the two so there aren't any duplicates. All you have to do is make sure the match is correct.  

  

Though, you may not be able to automatically find a match for a number of reasons, if the transaction is outside of the date range you are searching, the difference to resolve is too large, the sales receipt is over 90 days old, etc. 

 

In addition, here's an article you can read to learn more about managing your downloaded transactions and uploaded receipts: 

 

 

In case you need some related articles in managing your bank account, you can always visit our Banking and Bank Feeds page for reference. 

 

If thee's anything else that I can help you with, please let me know in the comment section down below. I'll always be around ready to help. Take care!

Highlighted
Level 1

QBO Won't Match Receipt with Transaction, but it will Match Transaction with Receipt?

Hello,

I have been adding bills in QBO. I then upload the bills and most of them end up matching except a handful every time. Any idea as to why? 

 

I enter the bill manually first because if I upload to create the bills, the terms aren't included or the vendor or the category (ie. food purchase) and sometimes the invoice number too. It's quicker to enter the bill manually and then upload to match, however the matches are not always finding the bill even though it is in there with all the same information. Am I missing something here? 

 

Highlighted
QuickBooks Team

QBO Won't Match Receipt with Transaction, but it will Match Transaction with Receipt?

Let me share with you some insights on how you can categorize downloaded transactions in QuickBooks, @DanielleGM.

 

Once import bank transactions using the Excel CSV files, QuickBooks will scan your data looking for matches, rules, and recognized transactions. As you review them, you can match the transactions against existing transactions in QuickBooks.

 

Transactions added or matched are automatically marked “cleared” in the register after you accept them. 

 

However, there are several reasons QuickBooks may not recognize a match:

 

  • The transaction is not in the books.
  • The transaction is older than 180 days.
  • The transaction that you've imported is a payment/ deposit of two or more open transactions in QuickBooks.
  • The transaction was recorded in a different bank account.

 

You can use the Find Match tool and turn on Suggested Matches to see options that might match. Or, you can use filters/searches to locate transactions. Here's how:

 

  1. From the Banking menu, select Banking and go to the For review tab.
  2. Click the transaction and select Find match. If you can't find the match, click Find other matches.
  3. Turn on the Suggested Matches button. Then, look for the match transactions and check their boxes. 
  4. Select Save.

 

Also, I've included an article that will help you in matching your transactions: Tips for Working in QuickBooks Online’s Bank Feeds: Matching Transactions.

 

Don't hesitate to tag my name in the comment section below if you have other concerns in matching your transactions in QuickBooks. I'm always ready to help.

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