How to match QuickBooks payments and credit card payments to bank transactions?

Greetings, Iwarok.

Thanks for reaching out to the QuickBooks Community. I’m here to provide information on how to match transactions and how to handle duplicate credit card charges in QuickBooks Desktop.

QuickBooks has the capability to auto-match downloaded transactions to any entries in your register based on the following:

• Check/cheque number
• Amounts
• Dates
• Payees

There are times when QuickBooks simply won’t match transactions depending on these scenarios.

• It’s brand new.
• It’s different.
• It’s Reconciled.
• It’s already downloaded.

For the step by step process on how to match transactions, you can check out this article: https://community.intuit.com/articles/1501491.

Make sure to choose the exact situation you’re experiencing to get the correct resolution. This way, you’ll be able to match transactions successfully.

When it comes to the duplicate credit card charge that needs to be refunded back to the customer, do the steps provided below to record the duplicate and issue a refund.

1. Look for the customer in Customer Center and select it.
2. Click Customers and choose Receive Payments from the menu at the top.
3. Uncheck the box labeled Process XX payment when saving.
4. Enter the date and details of the missing transaction.
5. Select Refund the amount to the customer. Once the payment looks right, select Save & Close.
6. Change the date to today’s date.
7. Check the box labeled Process credit card refund when saving and select OK.
8. Enter the cardholder name and select Submit.
9. Now in the Customer Center, you’ll see the original payment, the duplicate, and the refund.

You can refer to this article for more information: Handle duplicate credit card transactions in QuickBooks.

By following the steps provided above, you’ll be able to match your transactions and refund the credit card charge.

Please let me know if there’s anything else you need. I’ll be here to help. Enjoy your day!

We are also getting duplicate credit card entries from recurring payments.  It's not that the customer has paid twice and needs refunded.  It's that Quickbooks has downloaded and applied the payment twice.  

How do we delete or prevent the duplicate payments? 

Hello there, DiscoverMontessori.

Thanks for looping in. Let me help you remove the duplicate payments showing on your bank feeds.

May I know if you’re also using QuickBooks Desktop? Since this discussion thread is about QBDT, I’ll walk you through on how to remove the duplicate transactions.

You can delete downloaded transactions from bank feeds depending on which mode/view you’re using. If your view shows your register on the top part and the downloaded transactions at the bottom, you’re using the Register mode. If downloaded transactions are on the left side of the screen, you’re using the Side-by-Side mode.

To delete duplicate payments, follow the steps below:

Side-by-Side mode
1.    Click Banking from the top and select Bank Feeds.
2.    Choose Bank Feeds Center.
3.    Select the name of the account with the transactions you wish to remove, in the Items Reviewed section.
4.    Choose the Select Items to Delete button.
5.    Select the transactions you wish to delete.
6.    Select the Delete Selected button.
7.    Click Yes to confirm.

Register mode
1.    Click Banking from the top and select Bank Feeds Center.
2.    Select the statement from Items Received From Financial Institution and select Delete.

For additional information, you may check out this article: https://community.intuit.com/articles/1765009.

That should be it. Don’t hesitate to reach out to me if you need anything else. I’ll be here to help. Enjoy your day!