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Level 2

Payee Fields populating with duplicate information

So every time I try to add a different payee to the bank transactions, it populates all the payees with the same name. See file for what I mean. I put Leanne Hunter in as the Payee and every PayPal payment incorrectly reflects Leanne Hunter's name. My auto fill is not selected so that is not the problem. I'm new to Quickbooks Online, havin

5 Comments 5

Payee Fields populating with duplicate information

Glad top have you here, @Missi63,


The system use details available from PayPal to decide what category or details to assign to each transaction. The level of detail we are able to retrieve often depends on how PayPal has been used in each context. For example, how much detail a customer entered as they paid an invoice or how much detail a shopping card passed to PayPal.


If you need to remove entries with incorrect details in the bank feeds, you can exclude them in the For Review tab. Here's how:


  1. Go to the For Review tab.
  2. Mark the box next to each transaction you want to exclude.
  3. Select Exclude from the pop-up at the top.
  4. Excluded transactions are then moved to the Excluded tab, and won’t be added to QuickBooks or be downloaded again. To permanently delete duplicate entries, put a check mark on them, then hit Delete.

If there's only 1 or 2 transactions, it’s easier to enter these manually to your PayPal account register.


  1. Log in to your QuickBooks Online account.
  2. From the left menu, select Accounting and choose Chart of Accounts.
  3. Locate your PayPal account.
  4. Select View Register.
  5. Add new transactions on the top of the register.


Otherwise, you can contact Paypal to re-import the data. Also, you can get in touch with our Support Team to help you with getting the correct data. Here's how to contact us:


  1. Go to the Help menu in QuickBooks, then choose the Search tab.
  2. At the bottom click on Contact us.
  3. Enter the keyword Account Management and Billing in the What can we help you with? box.
  4. On the next screen, scroll down to How would you like to connect with us section.
  5. Choose Chat with us to initiate a discussion with a live agent.
  6. Enter you account contact information then press Get a chat.


Let me know if you need further assistance with this. I'll be more than happy to share some more insights to help you. Have a nice day!

Level 2

Payee Fields populating with duplicate information

Hi, thanks for replying but your response did not address the issue I was having. Can you please look at the file I attached to my post & advise?

QuickBooks Team
QuickBooks Team

Payee Fields populating with duplicate information

Thanks for coming back, Missi63.


It's possible that bank transactions may be auto-added and causes the payee's name to be duplicated in the Bank Feeds. To resolved this, we can exclude them and create bank rules that automatically categorize transactions for you (including the payee name). Here's how you can exclude the transactions: 

  1. Go to the For Review tab.
  2. Select the transactions you'll want to exclude.
  3. Click Batch actions, then select Exclude Selected.


Then, create bank rules that automatically categorize transactions for you. Let me show you how: 

  1. Go to the Banking menu
  2. Select the Rules tab.
  3. Tap New rule.
  4. Enter a name in the Rule field.
  5. From the For dropdown, click Money in or Money out.
  6. From the In drop-down, choose the bank or credit card account.
  7. Set the rule conditions. Decide the transaction must meet All or Any of the conditions. You can add up to 5 conditions.
  8. In the Conditions fields, specify whether the rule applies to Bank textDescription, or Amount. Then select ContainsDoesn't contain, or Is exactly to decide when how QuickBooks applies the rules.
  9. Select the settings for the rule. Hit the Transaction typePayee, and the Category to apply.
  10. Press Save.


See the Setup bank rules to categorize online banking transactions in QuickBooks Online for the steps and details. Feel free to visit our Banking page for more insights about managing your bank feeds and reconciling accounts.


I'd like to know how you get on after trying the steps, as I want to ensure this is resolved for you. Just reply to this post and I'll get back to you. Have a great weekend. 

Level 2

Payee Fields populating with duplicate information

Unless I'm missing something I don't believe that I'm getting an answer to my issue. If I change the payee on a single transaction that has "PayPal" or "Square" as the source of funding, it populates every single entry with the same payee name. Please look at the file I'm attaching - this is happening to every transaction that I try to link to a customer's payment. I change the Payee to the customer's name and then every other transaction that uses Paypal populates with that customer's name. It's not correct. That customer isn't making every payment - only one. Maybe I'm not asking the question correctly but I don't believe the answers I'm receiving are relative to my issue.


Payee Fields populating with duplicate information

We've got your back, @Missi63.


I appreciate you for attaching a screenshot and all the steps you've done in resolving the payee field populating with duplicate information concerns in QuickBooks Online. 


In this situation, I'd recommend contacting our technical support. They can use the screen-share tool to help better isolate and identify the cause of this behavior. The steps below will help you get in touch with our Phone and Chat Support Teams:


  1. Go to the Help menu, then click Contact Us
  2. Type your concern in the box and tap Let's talk
  3. Choose either Get a call or Start a chat
  4. Complete the required data and submit the request.


Make sure to call them within business hours to ensure we cater to your concern immediately.


Feel easy to review these articles about PayPal and banking frequently ask questions in QuickBooks. 



If you have further questions or how the call goes, let me know in the comment section. I'm glad to answer them all. Keep safe. 

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