cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Super Explorer *

How do you mark a bill paid when you downloaded the payment from the bank feed?

How do you mark a bill from a vendor paid when you downloaded the payment from the bank feed?  I have put the bill in the system, but I need to match the two up.  I've looked everywhere to figure it out but I can't find an answer for Desktop.  Thanks.

14 Comments
BRC
Established Community Backer ***

Re: How do you mark an invoice paid when you downloaded the payment from the bank feed?

You can't download a Payment from a bank feed. At that time it's a deposit.

Instead, record payments when you get them, and the record the deposits when you make them.  Then match them up when you download from the bank.

Super Explorer *

Re: How do you mark an invoice paid when you downloaded the payment from the bank feed?

Sorry....this is in the wrong category...It should've been posted in the vendor bills section.  Can this whole post be moved or taken down?

Established Community Backer ***

Re: How do you mark a bill paid when you downloaded the payment from the bank feed?

@teamchambie

 

In banking feeds, on each transaction row, go to the far Right. Use the dropdown for Add More Details. Then, in the next screen, you see the tab for Bills and here you can match that this is a bill payment.

 

Remember that you don't always need to enter Bills first. If this is, for instance, a recurring payment on the credit card, just use Banking menu > Enter Credit Card Charge and Memorize it. Let the program enter it automatically and monthly, for example.

 

If that is a Check or paperless ACH or EFT or debit card, that is Banking menu > Write Check. Then the Banking finds the exact match, already. You don't need to use Bills first, unless you are an accrual basis entity and the date of the bill is not when it got paid, or when you got inventory.

Super Explorer *

Re: How do you mark a bill paid when you downloaded the payment from the bank feed?

Nope none of those....

 

First off..."In banking feeds, on each transaction row, go to the far Right. Use the dropdown for Add More Details. Then, in the next screen, you see the tab for Bills and here you can match that this is a bill payment" doesn't work for me...ever.  I would love to use this feature.

Since that doesn't work and I don't have a lot of time when I enter my transactions, I just enter it without matching it to the bill.

So now, I'm left with an outstanding bill.  How can I go back into the bill and mark it as paid and match it to the correct payment? 

Established Community Backer ***

Re: How do you mark a bill paid when you downloaded the payment from the bank feed?

Honestly, if you are going to do this: "I just enter it without matching it to the bill."

 

You just Doubled the Expense. Instead, as I noted: you took the time to use Enter Bill; Instead, Banking menu > Write Check. Now the Banking would have already Matched to the existing entry and you would not have had to do Any More work. I open the Banking, it matches 35 entries automatically, nothing is marked for review, and I am Done in 5 seconds.

 

Instead, you now have 4 steps:

1. Enter the bill.

2. Get the banking and Add as if that is a New Transaction.

3. Edit the transaction and change the Expenses entry to AP for that vendor.

4. Open Pay bills to apply the credit to the bill.

 

I was pointing out that you don't have to work this hard. Sure, a bookkeeper that is paid by the hour might use unscrupulous additional steps to take more time doing the work. Most business people doing their own bookkeeping would rather be doing things that generate revenue or move the business forward.

 

And you are right about this: "First off..."In banking feeds, on each transaction row, go to the far Right. Use the dropdown for Add More Details."

 

Because I just checked and the Option for a CHK is "Select Bills to Mark as Paid." You would use Match to Existing Transaction if the CHK in banking download need to be matched to the bill Payment Check you already made in QB. I was thinking of the function I use every month, which is "Add More Details" for the one large ACH download that I need to match to 41 customer Invoices.

 

And you didn't tell us, but the assumption that this is QB US, and the Banking Feeds Mode is set to Express, not Classic. Please see my attachment.

Frequent Explorer *

Re: How do you mark an invoice paid when you downloaded the payment from the bank feed?

That's not right.  Payments made by monthly bank drafts will come through the bank feed, they are not deposits.  The question is how to match the bank drafts to bills that are entered.  

QuickBooks Team

Re: How do you mark an invoice paid when you downloaded the payment from the bank feed?

Hi there, teamchambie.

 

Allow me to join this conversation and help you match the bank draft to your bill entered in QuickBooks Desktop.

  1. Go to your Bank Feeds page.
  2. Put a check mark on the transaction.
  3. Go to the Action column.
  4. Choose Select Bills to Mark as Paid.
  5. Enter the appropriate information.
  6. Select Add to QuickBooks.

For in-depth information, please check this article: Add and match Bank Feed transactions.

 

Let me know if there's anything else you need or you have follow-up questions about bills. Wishing you all the best!

Established Community Backer ***

Re: How do you mark an invoice paid when you downloaded the payment from the bank feed?

@Pgaff 

 

Which part is Wrong? In desktop, in the Banking Center, where you see the transactions that Need Review, far Right, for the transaction type CHK that you Checkmark as what you want to work on, you see the option is worded:

Select Bills to Mark as Paid

 

That gives you the pop up for you to select Vendor, and you see their Open Bills. That is how you Link them.

Frequent Explorer *

Re: How do you mark an invoice paid when you downloaded the payment from the bank feed?

I was responding to BRC response.  Unfortunately when I hit reply it put it at the bottom of the feed not after his response.  Sorry for the confusion.  

BRC
Established Community Backer ***

Re: How do you mark an invoice paid when you downloaded the payment from the bank feed?

@Pgaff 

RE: That's not right. Payments made by monthly bank drafts will come through the bank feed, they are not deposits. The question is how to match the bank drafts to bills that are entered. 

 

Sorry. I got turned around and thought you were asking about AR and customer payments.

 

For AP it's a similar issue.  You can't download a check/payment from the bank and record it as a Bill Payment. Instead, record the Bill Payment transactions using Pay Bills when you initiate them, and then when you download them from your bank, they'll match based on date and amount.

Super Explorer *

Re: How do you mark an invoice paid when you downloaded the payment from the bank feed?

Hi,

 

It's been a while, but this issue doesn't happen that often, but it just did.  Please see my photo below.  When I try to check these invoices to mark as paid, it will NOT let me.

Thanks.QB Issue.png

QuickBooks Team

Re: How do you mark an invoice paid when you downloaded the payment from the bank feed?

Hello teamchambie,

 

Let's perform some basic troubleshooting to determine what's causing the issue to happen when marking them as paid. You can start with running the Verify and Rebuild Data Utility to identify and self-resolve most data issues.

 

Here's how to Verify Data:

 

  1. Click the Help tab at the top menu bar.
  2. Click Utilities.
  3. Click Verify Data.

To Rebuild:

 

  1. Click the Help tab at the top menu bar.
  2. Click Utilities.
  3. Click Rebuild Data.

For additional information on this, please see the following article:

 

Verify and Rebuild Data in QuickBooks Desktop.

 

If the steps above don't work, you can try repairing the QuickBooks program this time. The steps are outlined in the screenshot I'm adding down below:

 

 

Please feel free to let me know how the troubleshooting goes. If you should have any questions, I'm just a click away. 

Super Explorer *

Re: How do you mark an invoice paid when you downloaded the payment from the bank feed?

How do I post a question in the community?  You guys need a button on the home page that says post question here.  I spend a half hour figuring this out every time and this time I'm too tired to keep searching.  Thanks.

QuickBooks Team

Re: How do you mark an invoice paid when you downloaded the payment from the bank feed?

Hello teamchambie,

 

We can post questions in the Community forum by starting a discussion. Let me guide you how.

  1. Go to https://quickbooks.intuit.com/learn-support/.
  2. Click the Community drop-down, and select QuickBooks Q&A.
  3. Choose a topic from boxes of which you need help with.
  4. Click the Start a discussion button.
  5. Enter a title or overview of your concern and Details.
  6. Click Post.

I've added some screenshots for you.

 

You can also visit our page about troubleshooting issues and errors if you need some help articles for your future tasks.

 

Please know that you're always welcome to post anytime if you need help with anything else.

 

 

 

Need to get in touch?

Contact us