Matching a partial payment to an invoice in bank feeds

Hello there, BLDB.

We appreciate you taking the time to visit the Intuit Community and raising your concern regarding matching a downloaded partial payment transaction to an invoice, along with the attached screenshot. 

At the moment, it's not possible to link a downloaded transaction with a different amount to the transaction recorded in QuickBooks Desktop (QBDT). That's why you received an error message that the total amount does not match the downloaded transaction amount.

To record the partial payment, you have to enter it on the customer's invoice and exclude the payment from the bank feed. Here is how you can make a partial payment:

1. Go to the Customers menu at the top.
2. Select Receive Payments.
3. Choose the customer name in the Received from the dropdown arrow.
4. Put a checkmark on the invoice that you received a partial payment.
5. In the Payment column, enter the amount.
6. Click Save & Close.

To exclude the partial payment from the bank feeds, follow these instructions:

1. Go to the Banking menu at the top.
2. Select Bank Feeds, then Bank Feeds Center.
3. Choose the Bank account.
4. Click the Transaction List to see the transactions.
5. Tick the box beside the transaction that you want to exclude.
6. In the Batch Actions dropdown button, select Ignore.

For further guidance on adding and matching bank feed transactions, you can refer to this article: Add and match Bank Feed transactions in QuickBooks Desktop.

To ensure hassle-free reconciliation of your account in the future, you may refer to our article on the best practices for the reconciliation workflow in QuickBooks. It also guides how to overcome challenges during the reconciliation process.

If you need further assistance in managing downloaded transactions or partial payments in QuickBooks, please let me know by commenting below. I will be happy to help.

Hi MirriamM,

Thank you for this information.  I just want to be sure this does not create a double entry for this invoice payment since it automatically is processed through Merchant Services.  When I have "received payments" for online payments in the past, it created two entries and it created a mess.  I still have two entries from 2021 that no one (bookkeeper, accountant, QB expert) can figure out what to do with that are just sitting in the reconciliation screen.  I don't want that to happen again.  

Thanks so much for clarifying this for me!

You're always welcome to get back in this thread, @BLDB. Let me guide you through what you can do with the two transactions from 2021.

The instructions provided by my colleague above won't repeat the issue you've encountered before. Rest assured that excluding the payment and applying it as a partial won't duplicate or double the transaction since it will deduct the amount.

Please know that online payments from Merchant Services will automatically sync to the program. If this transaction is also found on your bank register, categorizing it instead of matching can double the transaction on your reconciliation screen. In terms of your 2021 transactions, you can void or delete one of them if the other one is a valid entry. 

To proceed, go to the Banking menu and select Use Register. From there, double-click one of the entries and right-click or press the Delete icon at the top menu to Delete or Void. After that, follow the instructions above to apply the payment to the invoice.

Moreover, I recommend consulting an accountant if the entries involved are previously reconciled or in a closed book.

Here's an article to learn more: Remove duplicate transactions in QuickBooks Desktop.

Save this guide to know what you can do to match your bank statement in the program: Fix issues when you're reconciling in QuickBooks Desktop.

Please don't hesitate to return here. We are always available to help you, especially with reconciliation issues. Keep yourself safe.