Downloaded Transacton Not Matching to Invoice

It’s nice to see you in the Community, Hammerhead.

I appreciate you for taking the initial steps to resolve the issue and letting us know its result. Allow me to help match the partial payment to the invoice.

QuickBooks tries to match downloaded transactions to any entries that are already in the company file. If it’s unable to find one, the system creates a new transaction for you automatically. Also, the desktop program looks at the following when matching an entry.

• Check numbers if it matches.
• Amounts if they're the same.
• Dates: If the transaction was recorded in QuickBooks within a few days of the downloaded transaction clearing the bank.
• Payees: If the payees are the same or if the payee in the downloaded transaction is identified by a renaming rule.

Based on your scenario, we’ll have to exclude the transaction to avoid duplication. Then, manually receive the payment to record the partial amount. With just a few clicks you can perform the process.

1. Tap the Banking tab at the top and choose Bank Feeds to select the Bank Feeds Center.
2. From the list, pick the account you’re working on and tap the Transaction List button to view all entries.
   
3. Tick the box for the electronic payment and click the Select drop-down to choose Ignore.
   
   
4. Then, click Yes to confirm the action.

For additional resources, the following link provides an overview of how QuickBooks handles transactions when using the Express or Classic Mode. From there, you'll also find information when to use the Ignore option and other banking processes: Add and match Bank Feed transactions in QuickBooks Desktop. 

To accept the payment:

1. Go to the Customers tab and choose Receive payments to open the Customer Payment window.
2. Fill in the field boxes with the correct information.
3. Enter the partial amount in the Payment column.
4. Click Save & Close.
   

You can also bookmark the Get started with customer transaction workflows in QuickBooks Desktop article. It outlines the complete instructions about the Accounts Receivable workflow. It contains some links on how to create an invoice, receive payments, etc.

Keep me posted if you need some help performing any of these steps. I'll be glad to help and make sure this is taken care of for you.

Won't following this method understate my balance?  How will my business checking account know that the money was received, and what's the purpose of downloading bank transactions if they can't be matched?