if you received a partial payment to an invoice due to Paypal fees taken out of the initial deposit and you decided to just eat the difference, how do you record it in QB Online?

Welcome to Community @ayu,

Let me share my idea on how you record that transaction. You can receive the full amount of the payment and deposit it in your QuickBooks Online account, add an expense in the Add funds to deposit field to record the Paypal fees. Follow these steps on how to record your transaction in making a deposit. Here's how:

1. Go to the + New icon.
2. Under the Other column, select the Bank deposit tab.
3. On the Account drop-down arrow, choose the account where the money will be deposited.
4. Put a checkmark on the payment you want to deposit.
5. On the Add funds to this deposit field, enter the customer where you received the payment.
6. Use an expense account in the Account field.
7. Select the payment method and the amount of the expense.
8. Click the Save and Close button.

For your future help, you can read this article in case you'll need help looking for the missing payments in the bank deposit window.

If you have follow-up questions, feel free to leave a message in the comment section. I'll be happier to help. Have a wonderful day!

The method you propose does not work.  Doing it this way just adds the amount you enter on the "Add funds..." line to the total deposits amount.  It does not reduce the deposit by the amount of the fees.

Hello @absllc,

Yes, any amount entered in the line item of a deposit even if it is an expense account will add up to the total amount of the transaction. You'll want to enter the fees as a negative amount and select the correct expense account so it won't add up to the total amount of the deposit.

Lastly, here's an article you can read to learn more about your account and related tasks: Reports and Accounting for QuickBooks Online.

If there's anything else that I can help you with, let me know in the comments. I'll be here to help.

You can't enter a negative.  You get a "value out of range" error.

I see, @absllc.

You'll have to include the payment and the fees in creating the deposit so the system will let save the transaction. Can you share a screenshot of the error message upon creating your deposit?

Lastly, here's a few articles you can read to help manage your bank account and related tasks or transactions: Banking and Bank Feeds for QuickBooks Online.

If there's anything else that I can help you with, let me know in the comments. I'll be here to lend a hand.

Thank you for connecting to the QuickBooks Community, absllc. The reason you are receiving this error is that you may not be entering the exact bank change. If you know the amount, enter it directly into the register, so it matches the bank statement balance. After entering the fee, use the Add other funds to this deposit" section of the deposit for the negative amount.

For more information on how to record a bank service charge as a negative amount with third-party merchant service, this article is very resourceful.

Please don't hesitate to reach out to me if you have any problems. The Community and I are here to assist at any time. Take care.

I think you are misunderstanding.  I am entering a deposit prior to receiving the transaction from the bank, so there is no issue with matching the bank deposit. 

Since we don't currently have any un-deposited payments outstanding I can't show you an exact screen shot.

Regardless of that fact, under no circumstance will QBO allow me to enter a negative in the Amount column.  It simply displays the "This Value is out of range" message.

I've seen the article you refer to. The instructions simply don't work. That is the crux of the issue.

Thanks for the clarification, @absllc.

You'll need to enter an amount after the negative sign to record the bank deposit fees. Entering a negative sign without an amount is not possible in QuickBooks Online (QBO). I've attach a screenshot below for visual reference. 

Also, ensure to include the payment in recording a bank deposit for QBO to save the transaction smoothly.

In addition to this, you can check this helpful link that guides you in reconciling your accounts precisely.

You can always tag me in if you have other concerns. I'm more than happy to assist you. Have a great day!

I couldn't enter anything after the negative sign, it just gave me the error.

However, it turns out that it was a browser issue.  Once I cleared the cache it stopped giving me the error.