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pigfrmr
Level 1

Payment batch split into multiple deposits in Merchant Services window

We accept e-checks and credit cards as payments for online invoices.  On the QB Payments side, these are included in a single daily batch deposited to our checking account.  On the QB Desktop side (in the Record Merchant Service Deposits window), a separate deposit is created for credit cards and for e-checks (i.e. two deposits recorded in our checking account register).

 

When I go to download and match transactions for my checking account, this results in line items that are not able to match - you can't match two register entries (the two deposits created by Record Merchant Service Deposits) to one downloaded transaction (the single batch deposit by Payments to my checking account.  I have the option to ignore the downloaded transaction, but this is not ideal and with many payments could lead to difficult reconciliations.  

 

My current solution is to manually delete the separate deposits and create a new one containing all of the payments included in the Payments batch.  This does work, but could be error-prone with many payments and defeats the purpose of the Record Merchant Service Deposits workflow.

 

I contacted support and they were not able to help.  I was told by Payments that this is a Desktop problem and I was told by Desktop that this is a payments problem.  I am posting here so that I can include pictures that clearly show the issue, as I had a hard time explaining it over the phone.  If any other users are affected by this, please chime in and maybe Intuit will fix it?  Or if this issue is the result of some error on my end, I'd be glad to hear about it.

 

Thanks!

 

 

3 Comments 3
katherinejoyceO
QuickBooks Team

Payment batch split into multiple deposits in Merchant Services window

Welcome to the Community, @pigfrmr. I appreciate the screenshot you shared. It helps a lot. 

 

Looking at your screenshot, I could tell that the reason why you're unable to match those transactions is because of the bank fees shown from your merchant's service center, while on the bank feeds side, there's none. 

 

To resolve this, please undo the fees you recorded separately first. Then, let's create a customer invoice, receive the full invoice payment to remove the A/R balance, and enter a bank deposit for the bank fee to relieve the balance from the Undeposited Funds account. Here's how: 

 

Step 1: Create a customer invoice.

 

  1. Go to the Customers menu.
  2. Choose Create Invoices.
  3. Enter the exact amount to be invoiced.

 

Step 2: Receive the full invoice payment to remove the A/R balance.

 

  1. Click the Receive Payments icon on the invoice page.
  2. Choose the correct invoice to pay.
  3. Click the Save & New or Save & close button. 

 

Step 3: Enter a Bank Deposit for the bank fee to relieve the balance from the Undeposited Funds account.

 

  1. Go to the Banking menu.
  2. Click Make Deposits.
  3. Mark the invoice payment you made from the Select Payments To Deposit section.
  4. Click OK.
  • In the Received From column, enter the bank fee as a vendor.
  • In the From Account column, add an expense account for the fee.
  • In the Amount field, enter a negative fee amount (-$4.27).
  • Make sure the deposit matches the net bank deposit amount.

       5. Click Save and close

 

Once done, you're able to match the transactions from your bank feeds with the merchant's service center. 

 

Please let me know if you have more questions. We're always glad to get back and answer. Have a nice weekend ahead!

pigfrmr
Level 1

Payment batch split into multiple deposits in Merchant Services window

Thanks for the response.

 

The issue is that the Record Merchant Service Deposits window creates two deposits (one for each payment method) while Payments only makes one deposit to my bank account.

 

The two payments shown in the screenshot (re-attached because the file no longer downloads from the original post) were paid online from emailed invoices and received to Undeposited Funds via the "ADD ONLINE PAYMENTS" screen.  As you can see from the image, on the "READY TO RECORD" screen, each payment will be recorded as a separate deposit (CARD BATCH ...095 and ...185) while the Merchant Service Center shows that only single deposit will be made to my checking account (Batch ...435). 

 

The total of the two CARD BATCH deposits to my checking register is equal to the Batch deposit as seen in Merchant Service Center.  The fees are recorded separately and have no bearing on this issue.

HoneyLynn_G
QuickBooks Team

Payment batch split into multiple deposits in Merchant Services window

Thanks for providing more details to explain your concern, @pigfrmr.

 

The transactions on the Merchant Services window depend on your account settings and preference. I recommend reaching out to our Payments team to verify your setup and update them for you.

 

They can also utilize the screen sharing tool to take a closer look into your account and correct them. You can refer to the link below to get their phone directory.

 

QuickBooks Desktop Payments

 

Keep me posted on how the call went or if you have follow-up questions by leaving a message below. I'm just a post away. Have a wonderful day.

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