When you process credit cards and bank transfers with your QuickBooks Payments account, QuickBooks will automatically try to record the deposit and fee to your bank account. If there is a problem, you will see an alert on your dashboard saying:
Some QuickBooks Payments deposits weren't automatically recorded. After you receive the funds in your account, record them manually as a Bank Deposit.
Here's how you can fix it.
Determine which payments were in the deposit
- Open the Merchant Service Centre by selecting the Gear icon ⚙️ at the top, then choosing Account and Settings.
- Select Payments, then Manage Account.
- Select Activity & Reports, then Deposits.
- Choose your recent deposit to see the individual payments.
Record the deposit in QuickBooks
- Select the Plus icon ➕ at the top, then Bank Deposit.
- Choose the QuickBooks Payments section.
- Match the payments in the list to the payments in the Merchant Service Centre report.
- Once you're done matching the payments to the deposit, select Save then Close.
Note: If the deposit total doesn’t match, either record those sales in QuickBooks so you can add them to the deposit, or use Add funds to this deposit section.
To prevent this issue from happening again, make sure QuickBooks knows which account to record deposits to.
- Click the Gear icon ⚙️ at the top, then Account and Settings and then Payments.
- In the Chart of Accounts section, select the bank and expense accounts QuickBooks should use.
Process all your payments using QuickBooks online. In order for QuickBooks to automatically record deposits there needs to be a matching sales receipt or payment received on an invoice. For example, if you process a payment in the Merchant Service Centre there won’t be a matching sales receipt in QuickBooks and the automatic deposit will fail.