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Error in Merchant Deposits "A payment you are trying to download can not be matched or recorded"

SOLVEDby QuickBooks6Updated over 1 year ago

Learn how to resolve the error “A payment you are trying to download can not be matched or recorded. Please record your merchant payments manually” when using the Merchant Service Deposits feature in QuickBooks 2018 or more recent versions.

We’ve listed below the different causes and corresponding solutions to this error.

  1. Find the invoice for the payment that generates the error.
  2. Void or unapply any payments against the invoice so the full balance is due.
  3. Close and re-open Merchant Service Deposits.
  4. The payment will now record.

To prevent this problem, don't manually apply payments to emailed invoices if the customer paid online. The payment will show up ready to record in Merchant Service Deposits after a couple of days.

  1. Close Merchant Service Deposits.
  2. Log in to the QuickBooks company data file as admin.
  3. Go to Edit, select Preferences, then Accounting.
  4. On the Company Preferences tab, select Set Data/Password, and change the closing date as needed.
  5. Select OK twice to save the changes on the closing date and on the preferences.
  6. Return to Merchant Service Deposits and record the payment again.

After these steps have been completed, go back to Preferences and return the closing date to the correct date, then save the preferences.

  1. Go to Lists, select Customer & Vendor Profile Lists, then Payment Method List.
  2. Verify that all default Payment Methods and Payment Types are correct.

    Payment Method


    American ExpressAmerican Express
    Debit CardDebit Card
    Gift CardGift Card
  3. Correct any incorrect Payment Methods or Types.
  4. The payments should now record.

If credit card payments record but check payments don't, change the "Check" payment method to a credit card type.

  1. Go to Lists, select Customer & Vendor Profile Lists, then Payment Method List.
  2. Double-click Check.
  3. Set Payment Type to one of the credit card types like Visa.
  4. Select OK ad the payments should now record.

A damaged Accounts Receivable account in the QuickBooks file

To correct the problem, merge the existing Accounts Receivable account into a new one.

  1. Go to Lists then select Chart of Accounts.
  2. Select the Account ▼ drop-down at the bottom, then New.
  3. Select Other Account Types, then Accounts Receivable.
  4. Select Continue.
  5. Enter Account Name "Accounts Receivable 2", then select Save & Close.
  6. Right-click on the existing Account Receivable account, then select Edit Account.
  7. Change the name to "Accounts Receivable 2" and select Save & Close.
  8. Select Yes to merge the accounts.
  9. After the merge is complete you can rename "Accounts Receivable 2" back to its original name.
  10. Load the Merchant Service Deposits screen and try to record the payments.

Multiple Accounts Receivables in your chart of accounts

To resolve this, you'd need to merge the accounts.

Invoices are saved against Accounts Receivable subaccounts

  1. Go to Lists then select Chart of Accounts.
  2. Locate the Accounts Receivable account.

The screenshot above shows an Account Receivable account with subaccount. Due to limitations with the design, payments applied using the Merchant Deposit Screen may not be applied to invoices that are against an Accounts Receivable subaccount.

  1. Open the invoice you are trying to apply the payment to and check the Accounts Receivable account that is selected.
  2. Toggle the Accounts Receivable account to the appropriate parent account, then select Save & Close.



Current Status

This issue has been resolved via a Payments Server update. The ability to Dismiss transactions is available to resolve this issue.

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