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M1Jones1
Level 1

Interaction betwen receiving invoice payments and my automatic bank downloads

When I "receive a payment" for an invoice, this then creates a line item in my bank register.  That line item is then conflicting with what QBs is automatically downloading from my bank account.  The result is a double entry for the same check. 

 

How do I avoid this?

 

 

Solved
Best answer September 15, 2020

Best Answers
Catherine_B
QuickBooks Team

Interaction betwen receiving invoice payments and my automatic bank downloads

I can help you manage your bank downloaded transactions, M1Jones1.

 

You can actually match the Deposit from your bank feeds to the Invoice you recorded in QuickBooks. It looks like you added that Deposit and then created a Receive Payment option that's why you see duplicate payments. 

 

You can delete one of the payments either the deposit from your bank feeds or the received payment you created. If you choose to delete the Receive Payment, I'll show you how to link the added Deposit to the invoice. 

 

Here's how to delete the Receive Payment:

 

  1. Go to the Accounting menu and select Chart of Accounts.
  2. Look for the bank where the payment was deposited to. Click View register.
  3. Select the Payment and click Delete.
  4. Click Yes to confirm the deletion.Delete Receive Payment.PNG

     

We'll edit the Deposit the one added from your bank feeds to change the ACCOUNT column to Accounts Receivable so we can apply it to the invoice.  I'll show you how:

 

  1. Go to the bank register and select the Deposit.
  2. Click Edit.
  3. In the Bank Deposit window under the Add funds to this deposit section, select Accounts Receivable A/R under the ACCOUNT column.
  4. Click Save and close.Edit Bank deposit.PNG

     

After that, you'll want to use the Receive Payment option to link the invoice and deposit. 

 

  1. From the left menu, click the + New button.
  2. Click Receive payment.
  3. Select the Account and check the Invoice and Deposit under the Credits section. 
  4. Click Save and close.Receive Payment.PNG

     

Now you can review your bank's register. There are no duplicates and the actual deposit you received from your customer was linked to the invoice. 

 

You can check out these articles that will help you manage your customer payments and bank downloaded transactions:

I'll be around the corner to help you if there's anything else that you need help with. You take care and have a great day!

View solution in original post

7 Comments 7
ReyJohn_D
Moderator

Interaction betwen receiving invoice payments and my automatic bank downloads

You can match these entries, @M1Jones1.

 

This will link the downloaded transactions with the one you already entered in QuickBooks (invoice payments) so there aren't any duplicates. You'll just have to ensure the match is correct. Let me show you how:

 

  1. Go to the Banking menu, and then select the For Review tab.
  2. Review the transaction with the Records found. These transactions are ones you already entered in QuickBooks. Then, select the transaction to expand the view.
  3. Click the link next to each record to get more details.
  4. Review the Deposit to field on the forms. Your transaction in QuickBooks is already in the account listed.
  5. When you’re done, hit the Match button. You'll find these transactions on the Reviewed tab.

Do the same process above for other transactions to prevent duplicates. For more details, please check out this resource: Categorize and match transactions in QuickBooks Online.

 

Once everything looks good, you can reconcile your account to ensure the accuracy of your books. 

 

Comment back below if you have more questions about this or other QuickBooks concerns. I'll be eyeing out for your reply. Have a great day.

M1Jones1
Level 1

Interaction betwen receiving invoice payments and my automatic bank downloads

Hey - Thanks for the response.  I think that'll help going forward but ... I've still got the original problem.  Let's see if I can articulate this better.

 

We deposited Charlie Customer's check into our bank account.

I found the check in our bank account register, where it was automatically downloaded from our bank.

In the account register, under the "received from" column, I input Charlie Customer's name (essentially matching it to his existing account).

 

Now, when I go to Sales --> Invoices --> Charlie Customer's account, I expected to see the check listed there since I linked up the deposited check to Charlie Customer's name (in the "received from" column).  However, it isn't there.  The invoice associated with that check still shows outstanding.

 

So I hit "receive payment," save and close.  Now it shows paid on his customer screen, but if I go back to my bank account feed, QBs has now added a seemingly manual entry line (no "C" in the checkmark column) with the amount I just received from the customer.  With that entry, I now have two line items for the same check: One that QBs automatically downloaded from my bank, and one that QBs automatically entered as a manual entry from me hitting "receive check."

 

ARGH!  Help please?

Catherine_B
QuickBooks Team

Interaction betwen receiving invoice payments and my automatic bank downloads

I can help you manage your bank downloaded transactions, M1Jones1.

 

You can actually match the Deposit from your bank feeds to the Invoice you recorded in QuickBooks. It looks like you added that Deposit and then created a Receive Payment option that's why you see duplicate payments. 

 

You can delete one of the payments either the deposit from your bank feeds or the received payment you created. If you choose to delete the Receive Payment, I'll show you how to link the added Deposit to the invoice. 

 

Here's how to delete the Receive Payment:

 

  1. Go to the Accounting menu and select Chart of Accounts.
  2. Look for the bank where the payment was deposited to. Click View register.
  3. Select the Payment and click Delete.
  4. Click Yes to confirm the deletion.Delete Receive Payment.PNG

     

We'll edit the Deposit the one added from your bank feeds to change the ACCOUNT column to Accounts Receivable so we can apply it to the invoice.  I'll show you how:

 

  1. Go to the bank register and select the Deposit.
  2. Click Edit.
  3. In the Bank Deposit window under the Add funds to this deposit section, select Accounts Receivable A/R under the ACCOUNT column.
  4. Click Save and close.Edit Bank deposit.PNG

     

After that, you'll want to use the Receive Payment option to link the invoice and deposit. 

 

  1. From the left menu, click the + New button.
  2. Click Receive payment.
  3. Select the Account and check the Invoice and Deposit under the Credits section. 
  4. Click Save and close.Receive Payment.PNG

     

Now you can review your bank's register. There are no duplicates and the actual deposit you received from your customer was linked to the invoice. 

 

You can check out these articles that will help you manage your customer payments and bank downloaded transactions:

I'll be around the corner to help you if there's anything else that you need help with. You take care and have a great day!

View solution in original post

M1Jones1
Level 1

Interaction betwen receiving invoice payments and my automatic bank downloads

I so thought that would be the solution.  Same problem persists.  Am I missing something?

 

I found the automatic manual entry (the one that's duplicating the entry from the automatic bank feed).

I deleted it.

I went to the entry downloaded from my bank.

Edit.  Changed "Account" to "Accounts Receivable."  Save + close.

 

+ New

Receive payment

Confirmed "Deposit to" is set to the right bank account.

Here's where my screen differs from yours: Below the gray bar up top, I have no "Outstanding Transactions" or "Credits" field.  My only options below the gray bar are "Memo" and "Attachments."

 

Any ideas?

MaryLandT
QuickBooks Team

Interaction betwen receiving invoice payments and my automatic bank downloads

Allow me to add up some information about the interaction between receiving invoice payments and bank downloads, M1Jones1.

 

If you use the Receive payment function to record the payment, simply match it with the deposit on your Banking page.

 

There are several ways to record the invoice payment in QuickBooks. The easiest process is to leave the invoice open.

 

Once the deposit is downloaded on your Banking page, you can match them. QuickBooks will automatically detect a record. Simply click Match under Action to record the payment.
matchtransaction.PNG

 

However, since you always use the Receive payment window to record the payment, no need to create a bank deposit. If you do this, it will create a double entry on your register.

 

Just match the manual payment on your register with the deposit on the Banking page as instructed in this thread.

 

If you don't want to delete the deposit you've created, better exclude the payment on your Banking page. Doing this will prevent you from seeing the double entry on your register.

 

Let me know if you still need clarifications by leaving a comment below. Just tag my name, and I'll get back to you.

M1Jones1
Level 1

Interaction betwen receiving invoice payments and my automatic bank downloads

No, I'm sorry, that did not help.  To be clear: These are not transactions that are "in review," and still available to match.  They are already accepted transactions.

 

I believe Catherine B was on to something in her explanation, but I ran into problems following her directions as described in my last posting.  Can you (or someone) help me to resolve the problems indicated in my last post?

JenoP
QuickBooks Team

Interaction betwen receiving invoice payments and my automatic bank downloads

Joining the thread to share more details and help you sort this out, M1Jones1.

 

The Outstanding Transactions and Credits sections only show up when receiving the payment from within the invoice. This is the reason why you can only see Memo and Attachments since you went to the + New button. 

 

To get to the same screen, open the invoice and click the Receive Payment link. Then, look for the downloaded payment and apply it to the invoice. 

 

You'll also want to run the Invoices and Received Payments report. This will basically give you the list of all invoices and the payments that are applied to them. Just go to the Reports menu type in Invoices and Received Payments in the Search bar. 

 

As always, please don't hesitate to reach out to us again if you need anything else. 

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