Bank deposits and undeposited funds

Hi there, Steve.

Let me share how sales transactions work in the deposited statement and ensure you can manage your entries to be deposited in the right accounts in QuickBooks Online.

To start with, please note that one of the possible reasons why Sales Receipts do not appear in the list of available payments to deposit in the Bank deposit screen is that they have already been deposited or belong to other accounts instead of Undeposited funds. 

To confirm this, I recommend locating and reviewing all of your sales receipts and ensuring that they are allocated into Undeposited funds.

Here's how:

1. Go to the Sales menu and choose All sales.
2. Locate each sales receipt and click the Edit button to expand the page.
3. Under the Deposited To field, ensure that Undeposited Funds is selected. You can update it if needed.
4. Click Save and close.

Once done, visit the Bank deposit window, where you will see a list of all available sales receipts to deposit. Then select the appropriate bank account. This is done so that the entries can be associated with existing deposits with the specific bank.

In case you need steps on how you can add multiple sales receipts all at once, you can read this article: Create sales receipts in QuickBooks Online.

You can always get back to this thread if you have other concerns related to sales receipts in QBO. I'm always here to help you further, Steve. Take care!

I can confirm that this sales receipt is going to undeposited funds, per the attached screenshot

I can show that this sales receipt is not available as a payment which can be attached to an old deposit, per the attached screenshot (truncated to protect donor privacy)

But...this sales receipt is available for a new bank deposit (New-->bank deposit). There, this receipt is in the list, per the attached screenshot. 

So I'm trying to figure out why this receipt cannot be attached to an old deposit, but can be attached to a new deposit. 

I've tried adjusting the date of the sales receipt, by making it one day earlier than the deposit. Still not available.

I also considered that this was somehow linked to our transition from QBD nonprofit to QBO nonprofit - maybe QBO 'locked' the deposits brought over from QBD?--, except that there are other transactions pre-conversion for which a newly-created sales receipt CAN be added to a legacy deposit.

I just don't see the pattern. Workaround of course is direct but time-consuming -- delete every old deposit and add a new deposit. That's what I'm working on.

Phone rep does not know.

Any help would be appreciated.

Steve

I can help you troubleshoot the issue you're currently facing while creating a bank deposit for your old undeposited funds, Steve. 

Before that, thanks for confirming that the sales receipts are deposited properly to the Undeposited funds account and adding other information about your concern. 

Since this is an unexpected behavior, it could be due to cache-induced issues that affect the program's performance. Let's start by performing some calibrations to check if the problem is within the browser you're using and eliminate them to start a clean slate. Please refer to the shortcut keys below to open an incognito or private window: 

• Google Chrome: Ctrl + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Microsoft Edge: Ctrl + Shift + P
• Safari: Command + Shift + N
  

Once logged in, create a bank deposit to check if the sales receipts are on the list in the Select the payments included in this deposit section. If it does, go to your regular browser and clear its cache. You could also use other supported windows and devices to run the program smoothly.

However, if the issue persists, this may be due to other unknown factors. Thus, I recommend contacting our Customer Support team to investigate this further. They've got the necessary tools to check your account securely and find a resolution to fix it.

Furthermore, to avoid duplications and maintain the accuracy of your account, match your bank deposit to its corresponding transaction in the bank statements once it's settled. 

In addition to that, I'm including these references to guide you in managing your bank accounts and their associated transactions:

• Categorize online bank transactions in QuickBooks Online.
• Set up bank rules to categorize online banking transactions in QuickBooks Online.
• Reconcile an account in QuickBooks Online.

If you need more assistance managing your bank deposits and undeposited funds, kindly notify me by leaving a comment below. I'll be sure to turn back and help you further. Stay safe always!

Thank you. I am already working in a Chrome incognito window, and have seen this behavior over the course of several days, including closing the window, so i do not think it could be a cache issue.

My previous interaction with phone support regarding this issue left her confused as well. I spent several quality hours with phone support, and the best answer was that the cause of the issue could not be determined, just punch in all of the data again. We're just going to say that there must have been some issue in migrating from desktop to online which created this unfortunate behavior.

I am seeing other issues in data that was migrated (several years ago) -- donor names were dropped, etc. I should have spent more hours on the migration to ensure that online picked up all of the desktop data.

thank you for your help