QB Online Bug: Unable to Associate Bank Transaction with Invoice Payment

Hi, @BMMal.

I'll help you with categorizing your bank transactions in QuickBooks Online.

If I may ask, may I know how did you record the invoice payment transaction? If the payment is added as a deposit, your invoice will still be showing as overdue or unpaid. Thus, you can match the deposit to the imported bank transactions. Then, record a payment and select the deposit amount from the Credit section.

Here's how:

1. Match the transactions from the Banking page.
2. Record an invoice payment.
   1. Go to the +New icon, then tap on Receive Payment under Customers.
   2. Select the customer's name, then pick the invoice under the Outstanding Transactions and the deposit under Credits.
   3. Save the transaction.

On the other hand, if you've recorded the payment as receive payment, please make sure to pick the correct transaction before matching your transactions. If necessary, you can click on Find other matches for better result.

For more hints about categorizing your existing and downloaded transactions, you can open this link as your guide: Categorize and match online bank transactions in QuickBooks Online.

To keep the balances of your accounts and transactions accurate, you also need to reconcile your account. Here's how: Reconcile an account in QuickBooks Online.

If you have any other questions about handling your payments and invoices, let me know by adding a comment below. I'm always here to help. Have a good one!

Hi Angelyn,

Thank you for the informative response.

Unfortunately, regardless of which of your approaches I use, the problem persists but I realized there is another symptom via the second method.

With the first method, which is essentially what I was trying to do last night, If I confirm the deposit which was auto associated with invoice 1218, it looks as if nothing happens as I originally reported.  Then going into the customer's transaction list, the payment shows up as unapplied: https://imgur.com/FXHw4QR  Clicking on the transaction to associate it with an invoice yields a page that does not list any invoices despite invoice 1218 still showing as unpaid on the previous page: https://imgur.com/eVmfsn9 A similar behavior is experienced if I click on the Receive Payment link next to the invoice.

Method 2:
If I use the Find Other Matches button, it behaves a little differently. Using this button, opens the window to find an invoice to match it to. When it initially opens it looks like this: https://imgur.com/Hvzds0U  Typing anything into the payment field ends up getting blanked out. If I uncheck the invoice that was selected when I opened the page, it looks like this: https://imgur.com/Ls9QgmL Then when I reselect the invoice I want to match, it appears to work: https://imgur.com/q8HMrx8 However, when I hit save something goes wrong because it ends up creating this voided transaction on the same date recorded in the bank transaction and the payment still shows as unapplied: https://imgur.com/5oBRHst

Is there something I'm missing? If not, I believe this is a bug that may have resulted from the import of invoice 1218, import of the transaction, and the fact that they had not yet been associated when I did the import and something is going wrong when I try to do it now.

Just to be clear, this seems to only be a problem for invoice 1218, and maybe invoice 1219 (waiting on payment) as those were imported from QB Self Employed. A client just paid me via credit card/Online pay for invoice 1220 which I created with QB Online and that transaction was able to be properly associated with no problem.

Thanks for providing additional details, BMMal.

I'm here to help you ensure to associate the bank transaction with the invoice payment.

In addition to what my colleague provide, you'll have the option to open the invoice directly and process the received payments. Please make sure that the bank used on that payment is the same bank you wanted it to match with.

Here's how:

1. Go to the Sales menu.
2. Select Customer.
3. locate the customer and the invoice 1218.
4. Click on Receive payment.
5. Verify the information, then hit Save and close.

For additional information, you can check this guide: Record invoice payments.

Once done, you can categorize and match it with the downloaded bank transaction in QBO.

Leave a comment if you have further questions about the invoice payment. We're open 24/7 to back you up.

Thank you for the response. Unfortunately, that method yields similar results. After clicking "Receive Payment" there are no invoices or outstanding transactions listed (I had gone and "Undone" the transaction match in the banking window). When I type 1218 into the Find by invoice no. field, "There are no transactions matching the criteria" is displayed. I do not have any filters etc on. I am unable to do any association this way: https://imgur.com/OP41xNU

I have another way on how you'll be able to associate the payment to the invoice, BMMal.

You'll want to run the Open Invoices report to make sure that the invoice was successfully imported over to QuickBooks Online (QBO). Here's how:

1. Click Reports on the left menu.
2. On the search bar, type Open Invoices, then search.

If the invoice is showing on the report, you can delete the invoice to trigger the system. To do this, follow the steps provided below:

1. Go to the Sales or Expenses menu.
2. Find and open the transaction.
3. Review the transaction. 
4. If you want to include the delete date, add a note to the Memo or Message section.
5. Select More in the footer. Then select Delete.
6. Select Yes to confirm.

Once done, recreate the invoice. Then, record the payment by following the steps provided by @Giovann_G. You should be able to associate the payment with the transaction since you've recreated the transaction.

However, if you'll still encounter issues, I recommend contacting our support team so they can double-check on this further. Here's how to reach them:

1. Select the Help menu.
2. In the Assistant window, enter Talk to a human.
3. Enter your brief concern in the field.
4. Type in/click I still need a human until you see the Get help from a human option.
5. Choose a way to connect with our support.

For additional information, I added these articles to help you with your bank feeds and reconciling accounts: Banking.

Reach out to us if you need anything else with associating transactions. We're always right here to help you all the time,