Recording Deposits

Delighted to have you here, @Tessa Lopez.

I’m here to help walk you through recording your customer’s payments. 

With QuickBooks Desktop, if you manually record your payments or deposits, instead of selecting payments in the Payments to Deposit window, the amount of the payment can stay in the Undeposited Funds. You can use the Clear Up Undeposited Funds Account tool to link this deposit accurately with your recorded payment transactions.

If you don’t your deposits to be recorded in Undeposited Funds, you can change the default preference in your account. Here’s how:

1. Go to Edit.
2. Choose Preferences.
3. Select Company Preferences.
4. Go to Payments.
5. Depending on your preferences, mark or unmark Use Undeposited Funds as a default deposit to account.
6. Click Ok.

Once your preferences is set, this will be applied on your future deposit transactions. To correct your existing recorded deposits, here’s how:

1. Go to Banking.
2. Choose Make Deposits.
3. In the Payments to Deposits window, select the payment/s that was deposited separately.
4. Click OK.
5. In the Make Deposits window, on a blank line, select the overstated income account from the From Account column drop-down.
6. Type in the negative amount in the Amount column.
7. Make sure the Deposit subtotal is zero.
8. Select Save & Close.

If you need further help with the steps above, I’d suggest reaching out to our Customer Care Team. A specialist will be able to access your account and further assist you via secured remote access session.

Here’s how to contact us:

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

Feel free to click the Reply button if you have other questions about resolving your damaged transactions. I’m always here to lend a hand.

I received two checks from a customer for two invoices. I applied the payments to each invoice separately and then clicked save and end. I see a red number 2 in my record deposits icon but when I click on that icon it does not show the two checks to deposit. I've been using QBs for years and I've only seen this issue once before, about two months ago. Can anyone help me? 

Thanks for joining this thread, @willisjolly.

Let's run a Verify and Rebuild on your Data in QuickBooks Desktop to isolate this behavior with your Deposit. If you have Assisted Payroll, then I recommend reaching out to our Payroll Support. On the other hand, I've provided the steps below on how to do this with ease:

Verify the Data:

1. Go to Window in the top menu, then select Close All.
2. Click on File in the top menu, then choose Utilities then Verify Data.

Rebuild the Data:

1. Go to File in the top menu, then select Utilities then Rebuild Data.
2. You'll receive a warning message to backup your company file, press OK.
3. The Rebuild Data utility will start as soon as the backup is finished.
4. Hit OK when you get the message "Rebuild has completed."

After completing these steps, let's finish this process by checking the remaining data. You can do this by going to File in the top menu, then selecting Utilities > Verify Data. Here's a Community Article that provides more information about this process: Verify and Rebuild Data in QuickBooks Desktop.

Once completed, review the Deposit icon to see if there's a notification. Let me know if this does the trick. I'll be here if you need further assistance.

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