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Level 3

How to handle ACH customer payments instead of checks for invoices?

Normally we receive checks for invoices. Then use Receive Payments in Quickbooks Desktop home screen.  Then Record Deposits.  Take checks to bank to deposit.  Easy Breezy.

 

I have a customer that required us to send them our bank routing account and account info so they can pay us via ACH to make things easier for them.  They deposited the money directly into the bank account.  I see it in the online statement with their company name and amount.

 

When I go to my Bank Feed.  I can pull in all the usual, but don't know the process for this ACH payment from from my customer (not vendor) for a invoice they received.

 

Thank you for any help!

 

Tim

Solved
Best answer May 03, 2020

Best Answers
Highlighted
Community Champion

How to handle ACH customer payments instead of checks for invoices?

You actually need to show the Customer Payment received, just like you would when you get a check.

 

So if they send you a notice that the payment will be deposited on the "12th", go to your Customers Menu and the Receive Payments.  Enter the payment just like any other with the 12th as the date (you can always change this if the date changes).  For the Cash, Check, VISA, etc.  you can either create an ACH or just use e-Check, since that's basically the same thing.  

 

ALSO...   Do the Deposit just like you would if you received a check or cash so that it makes an entry in your Checking Acct. 

 

If you do not get a heads up and the payment just appears in your Bank Feed.  Simply leave the Bank Feed as is and go do the above for receiving a payment and making a deposit.  Then when you go back to the Bank Feed, there will be an item to match too.

 

View solution in original post

8 Comments 8
Highlighted
QuickBooks Team

How to handle ACH customer payments instead of checks for invoices?

Good day, timd1971.

 

You can match the downloaded payment in your bank to the invoice that you have in QuickBooks. After making the match, the invoice will automatically be marked as PAID. Here's how:

 

  1. Look for the downloaded payment.
  2. Click the drop-down list under the Action column and select Match to Existing Transaction.
  3. Select the invoice that you'll be matching with the payment.
  4. Confirm Match.

You can also visit this article to get more details about adding a downloaded transactions: Add and match Bank Feed transactions in QuickBooks Desktop.

 

Please add a reply below if you need more help with your customer payments and downloaded banking transactions.

Highlighted
Level 3

How to handle ACH customer payments instead of checks for invoices?

Thank you for the help JenoP.  Much appreciated.

 

I went to use the Match to Existing Transaction, but using last 30 days or show all, it does NOT show the invoice transaction to match to?  Something in red along the lines of there were no transactions to match? "The Quickbooks amount does not match the downloaded amount....etc etc" (it has clipped off the rest of this dialog? cannot see it all)

Cannot also see any transactions it found to match, yet the invoice definitely exists.

 

Does something have to be set in QB for customer ACH payments to show up in order to match existing?

Highlighted
QuickBooks Team

How to handle ACH customer payments instead of checks for invoices?

Hi there, @timd1971.

 

I appreciate you performing the steps provide above by, @JenoP.

 

Let me share several reasons transactions won't match:

  • The transaction exist in QuickBooks could have a different transaction number, amount, date, or payee from the downloaded transaction. If this is the case, find the specific Quickbooks transaction and change according to what cleared the bank. Doing this will change the status of the downloaded transaction to match.
  • It's reconciled. A downloaded transaction that matches a reconciled transaction will not be tagged as matched. The reconciled transaction has a checkmark on the clear column. 
  • It's already downloaded, although rare, there are occasions when duplicate statements or transactions may be imported and produce unexpected results. If these transactions have already been added to QuickBooks and have a lightning bolt in the clear column, the transactions will not be matched again even if all four pieces of information are exactly the same. 

Once done, you can follow the steps provided by, @JenoP. Also, there is no need to set up ACH payment in QuickBooks, this is a manual process through invoice or sales receipts.

 

To guide you in reconciling an account in QuickBooks, you can check this article link for the detailed instructions: https://quickbooks.intuit.com/learn-support/en-us/bank-reconciliation/reconcile-an-account-in-quickb...

 

Feel free to post a comment below, if you have further questions. I'm always here to help. Have a good one!

Highlighted
Community Champion

How to handle ACH customer payments instead of checks for invoices?

You actually need to show the Customer Payment received, just like you would when you get a check.

 

So if they send you a notice that the payment will be deposited on the "12th", go to your Customers Menu and the Receive Payments.  Enter the payment just like any other with the 12th as the date (you can always change this if the date changes).  For the Cash, Check, VISA, etc.  you can either create an ACH or just use e-Check, since that's basically the same thing.  

 

ALSO...   Do the Deposit just like you would if you received a check or cash so that it makes an entry in your Checking Acct. 

 

If you do not get a heads up and the payment just appears in your Bank Feed.  Simply leave the Bank Feed as is and go do the above for receiving a payment and making a deposit.  Then when you go back to the Bank Feed, there will be an item to match too.

 

View solution in original post

Highlighted
Level 3

How to handle ACH customer payments instead of checks for invoices?

Thank you for trying to help DivinaMercy_N , but still having trouble.

I think my problem may have to do with one of your suggestions:

The transaction exist in QuickBooks could have a different transaction number, amount, date, or payee from the downloaded transaction. If this is the case, find the specific QuickBooks transaction and change according to what cleared the bank. Doing this will change the status of the downloaded transaction to match.

 

But the amount is the same on both invoice and downloaded transaction.  The date of the invoice is 02/25/2020.

The date of the DEP ACH transaction downloaded is 04/24/2020.

Obviously the "DOWNLOADED AS" name in the bankfeed will not be the exact same as the transaction name from the bank, but similar.

 

Last reconciled date was 12/31/2019.  So I do not think this may be a problem of reconciliation as invoice date is 2/25/2020 and DEP ACH transaction 4/24/2020.

 

Would using the drop down Add More Details help?  Seems the Match to Existing Transaction if I can get it to work would be much easier every time I get ACH deposits?  I'd rather all this be easier than harder obviously.

 

 

 

 

Highlighted
Level 3

How to handle ACH customer payments instead of checks for invoices?

That all sounds VERY LOGICAL.  That seems to be the MISSING step before any of the other suggestions would work.  I basically just receive an email from the customer stating they paid the invoice via ACH with the date, amount etc.

 

I will try that and let you know Pete_Mc.  Thank you VERY MUCH for the help.

Highlighted
Community Champion

How to handle ACH customer payments instead of checks for invoices?

I hope it works out. 

 

Bank Feed is great, but it really should be used to match what's in the register so you can CONFIRM the bank did what you were expecting it to do.  So if you enter the "payment" from the notice you get and date it correctly, then it should match when you do your Bank Feed. 

 

If things don't match up, that's the time to figure out if it's just the BF not finding or mismatching something (which it does) or if there's a real issue.  If it's just a mismatch, that's when you can just make a manual match and move on.

Highlighted
Level 3

How to handle ACH customer payments instead of checks for invoices?

Thank you so much Pete_Mc!  You're a life saver!  I can now see it AUTO-MATCHED and definitley will be MUCH EASIER when I receive ACH payments!  Thank you again and have a good rest of your day!  ; )

 

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