Unable match Merchant Service batch deposit to register

awardb77 · ‎March 25, 2019

We are running into a continuing problem with QuickBooks Merchant Service batch deposits. Every few weeks, we receive a batch deposit from Merchant Services, into our bank, that contains payments from several customers towards their invoices. Once we bring the batch payment into QB via Bank Feeds, it shows up at the bottom of the register as Unmatched. That's where the problem shows up. There is no way to take this single amount from the bank and apply it to several different customers invoices. There must be a way to fix this, though we have spent hours trying to do so, with no success. Ideas?

LuannMeador · ‎March 25, 2019

If you are using QB Merchant Services, you should make your deposits through Banking, Make Merchant Service Deposits. Then it will go offer to go online and it will reconcile them and it will offer to enter any merchant fees.

QBO does it differently but that is how Desktop works. And you are tagged as Desktop.

awardb77 · ‎March 27, 2019

Thank you, we will try that going forward. However, we also need to use the Bank Feeds section of QBD, since we receive frequent payments from PayPal, and that is our method of bringing in those deposits and noting them in the check register. And that's where this problem with multiple payments from different customers lumped into one deposit from Merchant Services first showed up a long time ago, and keeps repeating. Is there a way to use both? I.E., should we go into Merchant Services first and get any available payments, post those into the register, then check Bank Feeds, or will that method work at all? Thanks.

Anonymous · ‎March 27, 2019

Hello, @awardb77.

Thanks for getting back and providing additional information about the problem with multiple payments and matching it in QuickBooks. Allow me to chime in and help figure out how you can separate your payments from merchant services and PayPal.

You can change the default deposit account for merchant service to segregate the deposits from PayPal payments. You can use a clearing account in choosing a bank for deposits and transfer it later on to the correct account. To know more about creating a clearing or wash account, you may refer to this article: Set up a clearing account.

Instead of making deposits, you can just transfer the funds from your clearing account to your bank.

For PayPal payments, you can select the undeposited funds as your default account. This will serve as a holding fund until you're ready to deposit the received payments. You can refer to this article for more information: Understand how the Undeposited Funds account works.

Changing the default accounts for the merchant and PayPal payments will avoid the problem of having all the payments lumped into one deposit. This will allow you to easily match and reconcile.

Please let me know if you have other questions about matching payments from your merchant services. I'll be here to help however I can. Have a good one.

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Unable match Merchant Service batch deposit to register