Payee not matching check

I've got your back, kjones. I can help you fix the payee name not matching in QuickBooks Online.

Before that, please know that QuickBooks depends on the information provided by your financial institution. With that in mind, we can now dive in on resolving this. Editing the existing transactions in the Chart of Accounts and using your bank statement as a reference will fix this concern. I'll gladly walk you through the process of doing this.

1. Go to the Gear icon, then select Chart of Accounts.
2. Locate the account and toggle to the View Register.
3. Find the deposit you need to correct and click it.
4. On the Payee field dropdown, select the correct name. If the name isn't on the list, consider creating their profile first.
5. Once done, click Save.

Additionally, you can tick the Enable suggested categorization on the Bank transaction page. This feature can help you categorize downloaded transactions based on how you have categorized similar entries in the past. By enabling this feature, it can streamline the process of categorizing transactions, making it easier for you to keep accurate records of your business expenses. To enable this feature, follow these simple steps:

1. Go to Transactions, then Bank transactions.
2. Click the Gear icon, beside the Export to Excel icon.
3. Tick the checkbox for the Enable suggested categorization.

Furthermore, you can read this article to learn how to speed up the process of categorizing your downloaded entries: Set up bank rules to categorize online banking transactions in QuickBooks Online.

Return to this post if you have further questions about fixing the payee name not matching when it gets to QBO. I'll always be ready to assist you.

I already have the vendor profiles set up and they are not matching the check from the bank. The bank register in QB is not showing what the check says either. I recently deposited 2 checks from 2 different vendors and in QB they are suggesting the same vendor and there is no way to tell which check is which deposit? When I see the checks to categorize in QB it gives me the option to choose, however if there are multiple checks, it need to know which deposit was for which check to match the correct invoice. Any other ideas? Thanks,

Hi, kjones. 

Let me help you match your deposits with the same vendors to the correct invoices in QuickBooks Online (QBO).

Since QuickBooks suggests the same payee on your check deposits, you can consider clicking the Find other matches. After that, a window will pop up showing all the transactions that can be linked to that deposit. Then, review the Date and the Reference number columns of your deposit to determine what deposit you should match with the invoice.

Moreover, you can visit this article about reconciling your bank accounts to ensure that QuickBooks matches your bank and credit card statements: Reconcile an account in QuickBooks Online.

Return to this post if you have other concerns about matching your deposited checks to your invoices in QBO. The Community is always here to help.

Thanks so much for your help, I am able to find other matches, that's not the issue. They were deposited on the same date, I am not sure where the reference number you are talking about it, that may help. We are all set on reconciling. I just need to know which one is which check and I am not sure how to figure that out? I thought that QB would bring in the Vendor name that is on the check image from my bank? I feel like QB is just guessing...

Hello there, kjones.

I'll add insights to help you match multiple deposits with the same amount in QuickBooks Online.

Since you've mentioned that transactions with the same amount were deposited on the same date, you can enable Copy bank detail to memo and Show bank details to include information that might help you determine which check is which deposit and match it accordingly to your invoice.

Here's how:

1. Select Transactions from the left pane, then Bank transactions.
2. Click on the Gear icon from the For review tab.
3. Check the boxes for Copy bank details to memo and Show bank details.

In addition, please know that QuickBooks will only depend on the data provided by your bank. You can exclude the bank transaction if you cannot find a match as it already exists within your company file. This way, you can prevent matching the deposit to the wrong entry and avoid duplicates that can mess up your record.

On the other hand, the reference number mentioned by my colleague refers to the check number. Also, QuickBooks will not include the vendor's name from the check image from your bank. It will match transactions based on the date, Description (or Bank detail), and amount spent or received.

Moreover, you might want to scan this material whenever you need to unreconcile transactions from a completed reconciliation: Undo or remove transactions from reconciliations in QuickBooks Online.

Inform us in this thread if you have additional questions when matching transactions or other related concerns in QuickBooks Online. We're here to lend a hand.

Ok thanks, those items were marked, I think I am out of luck! Going to have to spread out deposits. Fun! Thanks again for trying to help me!