Quickbooks Pro 2018 match downloaded deposit to invoice

KevinM207 · ‎February 12, 2019

Apologies if this already been answered, I did some searching but couldn't find the exact situation...

At the start of the month I manually download QBO files to import bank data for the past month. I go through the deposits and add them in to the register from the bank feeds center. I am trying to match up the downloaded deposits to some invoices to mark them as payments on those invoices. I understand this isn't the typical workflow of receive payments to undeposited funds and then make the deposit, but I'm hoping there's a way to match it up?

Thank you!

Angelyn_T · ‎February 12, 2019

Hi there, @KevinM207.

I'm here to help match up the downloaded deposits to some invoices in QuickBooks Dekstop (QBDT).

You can use the Add More Details option in your Bank Feeds.

Go to Banking at the top menu bar.
Select Bank Feeds and go to the Bank Feeds Center.
Select your bank under Bank Accounts.
Click on Transaction List.
Select the deposit and go to the Action column.
Click on Add More Details.
In the Add More Details page, click on Open invoices. Apply the deposit to the open invoices by selecting the box beside the open invoice.

You can also change or edit the deposit by choosing the appropriate customer name.

Find the account where you deposited the amount.
Select the appropriate customer under the Receive From column.
Under From Account select Accounts Receivable.
Click Save & Close.
Go to the Customer Center and select the customer's name.
Click on the customer's open invoice.
In the Invoice page, click on Receive Payments.
In the Customer Payment page, click Apply Credit above Save and Close.
Select the deposit.
Click Done.

That should do it. If you need further assistance with the process, you may get in touch with our QuickBooks Dekstop Support Team. For the support's contact information:

Go to: https://help.quickbooks.intuit.com/en_US/contact.
Choose your QuickBooks Product.
Select your QuickBooks version.
On the Contact Us page, click a topic.
Click on the Get Phone Number button to see the support number.

Let me know directly if you have any other concerns about matching up deposits to invoices. I'll be right here to help you!

View solution in original post

Angelyn_T · ‎February 12, 2019

Hi there, @KevinM207.

I'm here to help match up the downloaded deposits to some invoices in QuickBooks Dekstop (QBDT).

You can use the Add More Details option in your Bank Feeds.

Go to Banking at the top menu bar.
Select Bank Feeds and go to the Bank Feeds Center.
Select your bank under Bank Accounts.
Click on Transaction List.
Select the deposit and go to the Action column.
Click on Add More Details.
In the Add More Details page, click on Open invoices. Apply the deposit to the open invoices by selecting the box beside the open invoice.

You can also change or edit the deposit by choosing the appropriate customer name.

Find the account where you deposited the amount.
Select the appropriate customer under the Receive From column.
Under From Account select Accounts Receivable.
Click Save & Close.
Go to the Customer Center and select the customer's name.
Click on the customer's open invoice.
In the Invoice page, click on Receive Payments.
In the Customer Payment page, click Apply Credit above Save and Close.
Select the deposit.
Click Done.

That should do it. If you need further assistance with the process, you may get in touch with our QuickBooks Dekstop Support Team. For the support's contact information:

Go to: https://help.quickbooks.intuit.com/en_US/contact.
Choose your QuickBooks Product.
Select your QuickBooks version.
On the Contact Us page, click a topic.
Click on the Get Phone Number button to see the support number.

Let me know directly if you have any other concerns about matching up deposits to invoices. I'll be right here to help you!

KevinM207 · ‎February 12, 2019

Thanks!!

Now, here's my next problem :)

I have a deposit which consists of two different payments and when I try to set them both as Accounts Receivable it gives me an error that "You cannot use more than one A/R or A.p account in the same transaction."

Do I need to break that deposit in to two separate transactions, even though that would mean the amount of the deposit wouldn't match the bank?

AldrinS · ‎February 12, 2019

I've got you covered, KevinM207.

I'm by no means an accounting professional, but allow me to step in for a moment and provide the clarification that you're looking for.

I wouldn't recommend splitting the deposit. While it will allow you to set them to Accounts Receivable (A/R), it wouldn't match the transaction on your bank statement which may lead to a discrepancy during the reconciliation.

That said, you could delete this instead and follow the usual A/R workflow by receiving payment for the invoices to the Undeposited Funds account. Then, make the deposit to the right bank account that includes both payments. The steps below will guide you through the entire process:

Delete a deposit in QuickBooks

From the Lists menu, choose Chart of Accounts.
Double-click the bank account to open the register.
Find and double-click the deposit.
From the Edit menu, select Delete Deposit. You can also press Ctrl + D.
Click OK.

To receive payment for invoices

From the Customers menu, select Receive Payments.
Choose the correct customer from the Received From drop-down menu.
Select the Invoice.
From the Deposit To drop-down menu, make sure to pick the correct bank account.
- If you don't see this menu, go to the Edit menu first, then choose Preferences. Select Payments in the left navigation panel, go to the Company Preferences tab and uncheck the Use Undeposited Funds as a default deposit to account checkbox.
Click Save & New, and repeat these steps for the other payment.

Deposit payments from the Undeposited Funds account

From the Banking menu, click Record Deposits/Make Deposits.
On the Payments to Deposit window, select the payments you want to deposit then click OK.
In the Make Deposits window, click the Deposit To drop-down then choose the bank account where the payment will be deposited to.
Enter the Date.
Click Save & Close.

For additional insight about this, you can check out these articles:

That should get you going in the right direction. Please don't hesitate to reach out to me again if there's anything else I can help you with. Have a good one!

Anonymous · ‎April 01, 2019

I have a question that was not answered in your reply. I am using quickbooks premier retail edition 2018. I received back my first few months. However, I did not match the deposits to the invoices prior to integration. How can I now connect them from the registry?

Charies_M · ‎April 01, 2019

Hello there, Judytw.

Thanks for checking in with us. Allow me to help you match downloaded deposit to an existing invoice in QuickBooks Desktop.

You'll need to manually match your downloaded deposit transactions with your invoices. Let me walk you through the steps on how to do it:

Go to Banking.
Click Bank Feeds.
Click Bank Feeds Center.
Choose the bank account.
Click Transaction list button
Choose the deposit transaction.
Under Action column, choose Add more details from the drop-down.
Select the invoice you want to match.
Click Add to QuickBooks.
Click Ok.

To know more about matching downloaded transactions, you can check out this article: Add and match Bank Feed transactions.

If there's anything else I can do to help you with matching downloaded transactions, just let me know and I'd be happy to assist.

malu · ‎January 25, 2020

my name is maria I need to install my disc program in my computer but it do not working

my phone number is [removed]

Ryan_M · ‎January 25, 2020

Hi Maria,

If your installation disc for QuickBooks Desktop is no longer working, you have the option to download the app itself.

You can visit this page: Download QuickBooks Desktop. Simply select your registered country, product, and version, then hit Search.

Additional details on how to download QuickBooks Desktop can be found in this article: Download QuickBooks Desktop.

Leave a comment below if you have other questions in mind. I'll be sure to get back to you.

markusallen2020 · ‎April 19, 2020

I've already downloaded deposit transactions from my bank. Now I am using Record Deposits to clear undeposited funds. Is there a way to match the deposit using Record Deposits to the already downloaded existing deposit in my account so I don't have to go delete and re-reconcile?

Mark_R · ‎April 19, 2020

Hello there, @markusallen2020.

Yes. You can match your recorded deposits to the existing deposit in your QuickBooks Desktop. Let me walk you through the steps.

Go to the Banking menu, then select Bank Feeds and choose Bank Feeds Center.
Select the appropriate bank account from the list, then click the Transaction List.
From the Transactions List window, select the deposit with the Record Deposit account.
Select the Match to Existing Transaction from the Action column.
Find the existing deposit from the list, then click Confirm Match.

Here's an article you can read for more details: Add and match Bank Feed transactions in QuickBooks Desktop.

You might also want to check out this article to learn how to create rules for bank feeds: Use renaming rules for Bank Feeds.

Please touch base with me here for all of your QuickBooks needs, I'm always happy to help. Have a great day and be safe.

PeteHanley · ‎May 06, 2021

Thank you, Thank you.

KM9397 · ‎October 31, 2023

I have a new computer and need to download Quickbooks Pro 2018 I have a license and a key just need the download

Best

Kevin

DHeraV · ‎October 31, 2023

It's good to have you here in the Community space, @KM9397. I'd be glad to assist you in downloading your QuickBooks Desktop (QBDT) product.

Let me walk you through the steps for a seamless process:

To begin your download, go to the Downloads & Updates page to get the download link for your version of QuickBooks.
From there, select your country, product, and version, then click on Search.
Once ready, click on Download.

For detailed information, kindly visit: Download QuickBooks Desktop.

Moreover, you may want to check out this article to know what steps to perform after downloading QuickBooks: Install QuickBooks Desktop.

I'm here to assist you at all times. Please keep me Let me know how things turn out by adding your response below. I'm ready to provide any assistance you may need.

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Quickbooks Pro 2018 match downloaded deposit to invoice