Extra payments showing in bank deposit screen

Good day, @Emancipare. I'm here to clear things out regarding the deposit and sales receipt showing on your end.

You'll need to link the bank deposits on the invoices. This is so the payments turned into a single record for QuickBooks to match your bank records. To do this, follow the steps below:

1. Open an invoice and select Receive payment. 
2. On the Receive Payment window, choose the deposit.
3. Click Save and Close.

Review this link for more ways to record your receivables: Record invoice payments in QuickBooks Online.

A sales receipt is a transaction record that the seller issues at the time of sale to verify the provided product or service and the amount the buyer paid. If this contains the same information as the deposit, consider deleting it. This way, there will be no duplicate ones.

Here's an article about putting payments into the Undeposited Funds account before combining them into a deposit: Deposit payments into the Undeposited Funds account in QuickBooks Online.

For the transactions from last year, I recommend consulting your accountant. They can assist you in correcting them while ensuring your accounts are accurate.

Once settled, review your accounts in the program to ensure they match your bank statement: Reconcile an account in QuickBooks Online.

You can always get back to this thread if you need anything else other than sales concerns by clicking the Reply button. I'll be here to help. Keep safe!

[email address removed]

roll@

[attachment removed]

Hi thanks for the help but I'm still not clear how to handle this. Screen shot of the related transactions for this client A attached below. When I try to do a bank deposit for another client B, the list of undeposited funds shows this payment for Client A as type 'Payment' so it seems the sales receipt is the one attributed to the invoice, and it's the payment that's dangling out there. The payment in Client A's transaction list says Closed whereas the Sales Receipt says Paid, as seen in the screen shot. Void or delete one or the other?

Thanks for providing further details, @Emancipare. Let me further assist you on this.

Based on the screenshot you've provided for Client A, the one that's attributed to your invoice is the payment with Paid status, and the sales receipt with Closed status could be a duplicate transaction since they have the same amount but different dates.

In QuickBooks Online (QBO), you can either choose invoices to record pay-later transactions or sales receipts for immediate payments. To resolve the issue of duplicate transactions, I recommend reviewing the sales receipts in question and delete them if you're using invoices to record sales, as they could lead to double counting of income. You can directly match the received payments afterward. Here are the steps:

First, let's run a Deposit detail report to identify the sales receipts at issue causing duplicate transactions.

1. In your QBO account, go to Reports.
2. Type in "Deposit detail" in the search bar and select the report. If applicable and convenient for you, choose Switch to the classic view.
3. Select the date range for the transactions you want to review.
4. Click on Run report.
5. Look for transactions with the same deposit date, amount, and customer name.

Next, if you've confirmed that the sales receipts at issue are duplicates to your invoices, you can follow these steps to delete them.

1. Go to the Sales menu.
2. Choose the All Sales tab.
3. Select Sales Receipt from the Type drop-down menu.
4. Once completed, choose the sales receipts that you want to delete.
5. From the gear icon beside the Actions column, click the drop-down.
6. Hit on Delete and confirm.

After this, when you go to the Bank transactions page, you can proceed to match old received payments from your invoices to your downloaded bank transactions. Just a heads up, I recommend consulting an accountant while performing the steps above to ensure having an accurate financial record.

Let me also add this guide about reconciling accounts after you've matched and categorized transactions in QBO: Reconcile an account in QuickBooks Online.

Let us know on the situation if the issue about duplicate sales transactions still hasn't been resolved on your end. We'll do our best to assist. Take care.

@Emancipare 

"...so it seems the sales receipt is the one attributed to the invoice, and it's the payment that's dangling out there. The payment in Client A's transaction list says Closed whereas the Sales Receipt says Paid, as seen in the screen shot. Void or delete one or the other?"

That's not quite correct.  If the payment is showing in undeposited funds (UF), and you know that's a duplicate transaction, then delete both invoice 126 and the payment.  Sales receipts record the sale and payment in one transaction - there is no separate payment.  Invoices are a sale in one transaction and the payment is a second transaction that pays the invoice and closes it out.  That is why you need to delete both.     

"Based on the screenshot you've provided for Client A, the one that's attributed to your invoice is the payment with Paid status, and the sales receipt with Closed status could be a duplicate transaction since they have the same amount but different dates."

You have that backwards. The payment says closed and the sales receipt says Paid. How does that change the advice? It seems I should delete the sales receipt based on what you said, but as @Rainflurry notes it's the *payment" that seems to be dangling in the undeposited funds.

Hello there. Thanks for getting back to the thread for clarification. I'm more than happy to share information to help clear up any confusion you may have. 

Rainflurry is correct. When a payment appears in the Undeposited Funds section, and if that is a duplicate transaction, it's important to delete both invoice 126 and the payment. Therefore, to address a duplicate transaction, both the invoice and the payment need to be deleted.

I'm adding these articles you can use in the future:

• Understand the difference between invoices, sales receipts, bills, and statements in QuickBooks Onli....
• Categorize online bank transactions in QuickBooks Online.

Feel free to ask any questions you need clarification on, and I'll do my best to assist you. We're available 24/7. Have a great day ahead!