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Experienced Member

How to match downloaded credit card transactions when vendor name varies

 Thanks to anyone who can answer this! 

When we download credit card transactions, we then match one or match multiple to our existing vendors.

Some vendor names change every single transaction.  Example, Uber will be 

UBER *US VYIYW HELP.UBER.COM CA

UBER *US VWFSM HELP.UBER.COM CA

etc on different days.  Since the name is not "the same," we have to create it as a new vendor every time.

I heard there's a way to truncate how many characters are needed to count as a match, so that any Uber *US will always match to our existing assigned cost center.

I can't find the instructions on how to do this anywhere.  Does anyone know? 

Solved
Best answer 05-31-2018

Accepted Solutions
QuickBooks Team

Re: How to match downloaded credit card transactions when vendor name varies

Thanks for reaching out, @sfls.

I've got a solution that will make matching those transactions a breeze. QuickBooks Online Bank Rules help to automate the process of adding, excluding, and matching bank transactions that you download from your financial institution. They allow you to set conditions such as Description contains which can use keywords like Uber to help QuickBooks recognize the transaction and vendor. Look into the detailed guide on Bank Rules or check out the video tutorial to learn more about this feature. I'll detail an example Bank Rule for your situation below:

1. From QuickBooks Online, click the Banking tab. Select the Bank Rules tab at the top of the screen.
2. You may see the example Bank Rules listed, they'll be removed once you create your first rule. Click New Rule.
3. Name the rule whatever you'd like, and select Money Out in the For menu to represent the Uber fees.
4. Now set as many conditions as you feel will be required for QBO to recognize the charge. Based on the bank descriptions you listed, one line that is Description --> Contains --> UBER *US should be sufficient. Feel free to experiment with as many or as few conditions as you'd like with Bank Rules to make the matching process as efficient as possible.
5. In this example, the Transaction Type will be an Expenseand you can select your singular Uber vendor in the Payee field. Choose an expense account in Category field, and then assign a Class or Location if it applies.
6. Lastly, and most importantly, if you'd like for QuickBooks to automatically match or add the transaction into your books, check the Automatically add to my books box. Otherwise, it will simply line up the vendor and category and let you Match or Add it at your convenience. 
7. Click Save to finalize the Bank Rule.

Each new transaction that is downloaded will apply this rule so you don't have to categorize it each time. Let me know if this helps QuickBooks work to make your day-to-day tasks easier. Feel free to get back in touch with me if you have any other questions, I'm always here to help.

9 Comments
QuickBooks Team

Re: How to match downloaded credit card transactions when vendor name varies

Thanks for reaching out, @sfls.

I've got a solution that will make matching those transactions a breeze. QuickBooks Online Bank Rules help to automate the process of adding, excluding, and matching bank transactions that you download from your financial institution. They allow you to set conditions such as Description contains which can use keywords like Uber to help QuickBooks recognize the transaction and vendor. Look into the detailed guide on Bank Rules or check out the video tutorial to learn more about this feature. I'll detail an example Bank Rule for your situation below:

1. From QuickBooks Online, click the Banking tab. Select the Bank Rules tab at the top of the screen.
2. You may see the example Bank Rules listed, they'll be removed once you create your first rule. Click New Rule.
3. Name the rule whatever you'd like, and select Money Out in the For menu to represent the Uber fees.
4. Now set as many conditions as you feel will be required for QBO to recognize the charge. Based on the bank descriptions you listed, one line that is Description --> Contains --> UBER *US should be sufficient. Feel free to experiment with as many or as few conditions as you'd like with Bank Rules to make the matching process as efficient as possible.
5. In this example, the Transaction Type will be an Expenseand you can select your singular Uber vendor in the Payee field. Choose an expense account in Category field, and then assign a Class or Location if it applies.
6. Lastly, and most importantly, if you'd like for QuickBooks to automatically match or add the transaction into your books, check the Automatically add to my books box. Otherwise, it will simply line up the vendor and category and let you Match or Add it at your convenience. 
7. Click Save to finalize the Bank Rule.

Each new transaction that is downloaded will apply this rule so you don't have to categorize it each time. Let me know if this helps QuickBooks work to make your day-to-day tasks easier. Feel free to get back in touch with me if you have any other questions, I'm always here to help.

Experienced Member

Re: How to match downloaded credit card transactions when vendor name varies

Thanks for writing back.  

 

We do not use QuickBooks online.

 

We use QuickBooks for Mac, desktop version.  Is there a similar solution for that?

 

P.S.  If it matters, these are not for matching bank transactions (checks, auto pay debits), but for credit cards.

QuickBooks Team

Re: How to match downloaded credit card transactions when vendor name varies

I've got your back, @sfls.

The process for Bank Rules is extremely similar from QuickBooks Online to the Desktop products. The example I included will work in the exact same way. To create the bank rule in your product, check out the Desktop guide on Renaming Rules. As long as you're using Bank Feeds, it won't matter if the account is a Bank or Credit Card, the Uber fees are expenses either way.

Keep me posted on whether or not this gets the job done for you. Thank you again, and have a wonderful rest of your day.

Experienced Member

Re: How to match downloaded credit card transactions when vendor name varies

Thanks I've been trying to make this work, but all the solutions seem to apply only to QuickBooks on-line (not desktop).

Looking closer, it says it should work if we;'re using the Express Mode instead of Classic.  I have no idea what that means.  On QuickBooks for Mac (2019) the item Bank Feeds does not exist in the Banking menu.  The word Express does not come up with anything in the Help window either.

I don't see anything for "modes" in Preferences either.

What is Express, and how do I switch to it?  

QuickBooks Team

Re: How to match downloaded credit card transactions when vendor name varies

Thanks for getting back to the QuickBooks Community, @sfls.

 

Allow me to step in and help provide some additional information about matching transactions with different vendor's name in QuickBooks Desktop for Mac.  

 

Since the names of payees in your downloaded transactions don't match the vendors' names in QuickBooks, instead of manually match them, you can use the Renaming Rules which is similar from QuickBooks Online and QuickBooks Desktop Bank Rules feature.

 

When you create a renaming rule, it applies to transactions currently listed on the Downloaded Transactions window or future transactions you will download.

 

The first thing you do is choose Banking > Downloaded Transactions and download or import transactions from your financial institution. Once QuickBooks recognizes a downloaded payee name that is the same as one of your vendors, it goes ahead and creates a renaming rule.

 

To create a renaming rule, here's how:

  1. On the Downloaded Transactions window, click the Payee column next to a Downloaded Payee you
    want to create a rule for.
  2. In the Payee column select or enter the name you want to use for the downloaded payee. QuickBooks
    creates a new rule that renames the downloaded payee.
  3. If the account is not prefilled for you, select an account for the transaction.

To learn more about the renaming rule feature, you can check this article. On your keyboard press Ctrl + F and search for the renaming rule to easily find the topic: https://qblittlesquare.com/wp-content/uploads/2018/09/QuickBooks-for-Mac-2019-1809.pdf

 

This will get you on the right track. Feel free to leave a comment below if you have additional questions about the renaming rule feature. I'd be happy to answer them for you. Wishing you and your business continued success. 

Community Contributor *

Re: How to match downloaded credit card transactions when vendor name varies

Generally speaking, the rules do not work like you state.  They are buggy and they often mismatch.  For example, they can't distinguish between Uber and Uberconference, which has been a problem I've been wrestling with for years.  I wish the quality was better.

Community Contributor *

Re: How to match downloaded credit card transactions when vendor name varies

Generally speaking the rules do not work like you have stated in the instructions.   I have tried for years to get rule matching to work with Uber and Uberconference and the QBO product just doesn't work reliably on this matter.

 

I appreciate your stock answer about rules, but that's available in the online help.   The reality is if you try it with these 2 vendors you get spotty and inconsistent results.

Community Contributor *

Re: How to match downloaded credit card transactions when vendor name varies

I did some further testing:

 

When the description is BT*UBERCONFERENCE (typical for this vendor), using the a rule with Description contains "Uberconference" or Description contains "UBERCONFERENCE" *does not work*.

 

This means the QBO implementation of "Contains" is flawed.  It doesn't seem to account for characters within a word -- only a word match.  If your tests show otherwise, then I'd argue the Rule system lacks basic integrity and doesn't run correctly for other reasons.

 

Can anyone advise?

QuickBooks Team

Re: How to match downloaded credit card transactions when vendor name varies

Thanks for joining this thread, @wrighco.

 

Let me help share some information about creating bank rules in QuickBooks Online (QBO). 

 

I'd like to acknowledge your effort in sharing very detailed information about your concern. I've replicated this on my QuickBooks sample file, and I found out that if you use the BT*UBERCONFERENCE description, it will automatically change to Uber.com once the transactions downloaded in QuickBooks. However, the bank detail remains to the original bank description. 

 

In this case, you can use the Bank text instead of the Description to categorized the transaction and vendor using the bank rules. 1.PNG

2.PNG

If the same thing happens, I suggest to delete and re-create the bank rules you're using. 

 

For additional reference, you may want to check these helpful articles: 

I appreciate you for pointing this out. It's always our aim to develop QuickBooks for our customers benefit. I'll make sure to take note of this. 

 

Please know that you're always welcome to post here in the QuickBooks Community if you have additional concerns about the bank feeds. Wishing you and your business continue success.