How to record an ACH (or EFT) payment in QuickBooks Desktop not made through QuickBooks?

Hi, @SVOhio.

With QuickBooks Payments, QuickBooks Desktop groups the customer payments you process each day. All you need to do is review how QuickBooks grouped and recorded the bank deposits. I'm here to guide you with the process.

First, enable the automatic matching so QuickBooks deposits and records customer payments for you.

1. Click on Banking, then select Record Merchant Service Deposits.
2. Select Change your deposit settings.
3. Turn on the Auto match & record setting.
4. Hit Save.

When you get your monthly bank statement, here's how you can review the payments in QuickBooks Desktop.

1. Go to the Banking menu.
2. Select Record Merchant Service Deposits.
3. Go to the Recorded tab.
4. Review the first bank deposit on the list. If you need more details, select the small arrow icon next to the deposit. This shows you each customer payment grouped in the deposit.
5. Find the matching bank deposit on your bank statement.
6. If the date and amounts match, check it off of your bank statement. QuickBooks recorded it correctly.
7. Compare each bank deposit on the list. If any bank deposits in QuickBooks don't match your bank statement, make a note.

If you want to record everything by yourself, here's how you can manually reocrd bank deposits for QuickBooks Payments.

For regular invoices and payments, you can use this link for more tips about recording and making deposits.

On the other hand, here's how you can find out when QuickBooks Payments deposits customer payments.

If you have any other questions about payments and invoices, please let me know by adding a comment below. I'm more than happy to help. Have a good one!

Sorry, I'm not talking customer payments. I mean payments I make for our church online, like electric bills, credit card payments, etc.

Thanks for clarrifying your concern, SVOhio. Not to worry, I'm here to help you with this.

For payments processed outside QuickBooks, you'll have to apply them towards the vendor bills to mark them as paid.

Here's how:

1. Go to the Vendors menu and then select Pay Bills.
2. Choose the correct accounts payable account from the drop-down arrow.
3. Place a checkmark in the boxes of the bills you want to pay.
4. You can set any discount or credit to the bills.
5. Enter the date you paid the bill.
6. On the Method field, select Check, then select  Assign check number even when you’re not paying with an actual check.
7. Click on Pay Selected Bills.
8. On the Check No field, enter ACH or EFT.
9.  Once done, click on OK.

For further guidance, please see this article: Pay Bills in QuickBooks Desktop.

You can also learn more about the Accounts Payable workflows in QuickBooks Desktop.  This helps you track the money you owe your vendors. 

Additionally, you can run and customize the Unpaid Bills Details report to see all the bills related to each vendor. To do this, I suggest following these steps.

1. Go to the Reports menu.
2. Choose Vendors & Payables.
3. Select Unpaid Bills Details from the list.
4. Click the Customize tab to personalize the details you'd like to see.

In case you'll need assistance in managing your vendor transactions in QuickBooks, please get back on this thread. I want to ensure everything is taken care of.

I get error message if I type in ACH in the check number.  It wants a numeric number, how can I change this?

Nice to see you in the thread, @Lori0830.

Let me guide you in paying a bill in QuickBooks Desktop (QBDT) so you can enter ACH in the Check No. column.

Here's how:

1. Go to the Vendors menu at the top. 
2. Click Pay Bills.
3. Select the Bills to be paid.
4. In the Payment section, enter the date.
5. Choose Check as the Method.
6. Toggle the Assign check number radio button and select Account.
7. Click Pay Selected Bills.
8. In the How do you want to assign check numbers question, select Let me assign the check numbers below.
9. Enter ACH in the Check No. column.
10. Click OK.

For your visual reference, you can watch the video found in this article: Pay Bills in QuickBooks Desktop.

If the issue persists, let's run the Verify Rebuild Data tool that helps identify and repair data issues within your company file. But before doing so, let's ensure that your QuickBooks Desktop is updated to the latest release.

Please let me know how things go on your end. I want to ensure this gets resolved for you. Take care.

I used pay bill option when recording an invoice I paid

Does it adjust my balance at month end reconciliation time?

Your confusion ends here, @Jemma14.

Yes. Any recorded transactions in QuickBooks can adjust your reconciliation balance. If the bill pay transaction can cause a discrepancy in your balance, I recommend seeking help from your accountant for more guidance.

You might want to read this article to learn how adjusted reconciliations affect your books: Learn the reconcile workflow in QuickBooks.

Please let me know if you need clarification about this, or there's anything else I can do for you. I'll be standing by for your response, @Jemma14.

Where would I be entering the vendor's ACH payment account info? So it is pushed from our account to their bank?  Is this possible? Or do I have to do this through my actual bank?

Hello there, crcrcoffee.

I'd like to share some information about processing a bill payment for your vendors in QuickBooks Desktop.

QuickBooks lets you track bills and payments for your vendors. You may also choose the type of payment method in the Pay Bills window just like the steps given by colleague CharleneMae_F above.

On the other hand, if you're trying to pay a vendor through direct deposit, you'll need to e make sure your vendors are 1099 independent contractors and have an active payroll subscription.

You can check out these articles to learn more about vendors transactions and how to set up 1099 contractors:

• Pay bills in QuickBooks Desktop

• Pay bills for vendors through Direct Deposit.

If your vendors aren't independent contractors, You may also consider signing up for QuickBooks Bill Pay as your payment service.

Let me know if you still have questions or clarifications about vendor payment. I'll be here to help. Have a great day!

How many ACH can I make free monthly?

Thanks for joining the Community, David0405.
 

You can use CharleneMae_F's steps as many times as necessary to record ACH payments to vendors. There's no charge for recording an ACH check, so you can create as many of these records as you need.

You'll also be able to find many detailed resources about using QuickBooks in our help article archives.

Please feel welcome to send a reply if there's any additional questions. Have a great day!

I understand the steps, however, when I go to "Pay Bills" the bill is not showing up in the listing.  How do I get it back to appear in the list?

It's great to see you joining this thread, ssander7. I'll share insights to ensure you're able to pay vendor bills in QuickBooks Desktop.

As I've replicated here on my end, the bills that are needed to be paid appeared on the list. One possible reason your bill transaction is not showing on the list, this might be marked as paid. You'll want to verify these transactions to check their status.

If the same thing happens after checking them, I'd suggest running the verify and rebuild data tool. It will help you scan any damaged data and attempt to resolve them. Also, this allows your QuickBooks software to refresh the data inside the company file.

For future reference, you can check out this link to learn more about repairing your desktop account: Fix data damage on your QuickBooks Desktop company file.

Let us know in the comments below if you require additional assistance paying vendor bills. We'll be right here, willing to assist you. Keep safe, and have a good one!

Is this true for Premier 2023 QB? 

Thank you for joining this thread, Cindy4873.

I can help answer any questions about QuickBooks. To ensure the best resolution, I have to ask for more details about the issue.

What specific task in QuickBooks do you need help with? To clarify, are you trying to record customer payments or vendor payments? Did you run into any roadblocks while performing the task?

I look forward to your response and working with you again. Have a good one. 

What about if you need to apply a lump sum ACH that went out but it paid different vendors bills. When I try to match various vendors bills to that payment in the bank feeds it says that it has to be the same vendor name?

What about when you need to apply a lump sum ACH payment that went out that paid multiple(different) vendors bills? It will not allow me to match that payment to different vendor bills. It says it has to be the same vendor name.

Hello, pk1234.

When dealing with multiple vendors' bills and you want to apply a lump sum ACH payment, it can be tricky. However, a simple trick can help you accomplish this task with ease. Here's what you need to do. First, manually record the transactions that are involved in the payment. Then, you must use the Pay Bills feature to allocate the payment amount to the corresponding vendor bills. This will ensure the payment is accurately applied to each vendor's bill. 

However, before you can use the Pay Bills feature, you must ignore the bill transactions in the banking. This is because the Pay Bills feature will only work with bills that have not been paid yet. By ignoring the bill transactions, you tell the system that these bills have not been paid yet and must be paid from the lump sum payment. 
 

By following these steps, you can ensure that the payment is accurately applied to the individual vendors and their bills. This will help with proper accounting and reconciliation, which is essential for any business.

Here's how:

1. Click Banking and choose Bank Feeds.
2. Choose Bank Feeds Center.
3. Select the Bank Account.
4. Choose the transaction and under the Add drop-down. Then select the Ignore.
5. Click Yes to delete the transactions.

Then, let's enter the bills manually of the vendors. Here's how:

1. Click Vendors and select Enter Bills. 
2. Enter all the details needed and Save and Close once done.

Once finished, we can use the Paybills feature and manually mark-check the transactions that need to be paid. I'll show you how to do it:

1. Click Vendors and select Pay Bills.
2. Mark-check the bills and click PaySelected Bills.
3. Press Done once finished.

For more details about adding and matching bank feed transactions, check out this article: Add and match Bank Feed transactions in QuickBooks Desktop.

However, since you're matching this transaction to multiple vendors in QuickBooks, which is not currently possible. In this situation, I would suggest sending feedback directly to the QuickBooks developers requesting the addition of this feature. To do this, start by clicking on the Help tab within QuickBooks and selecting the option to Send Feedback Online. This will allow you to provide detailed feedback about the issue you are experiencing and suggest potential solutions that could be implemented in future updates. By providing this feedback, you can help improve the QuickBooks software and ensure that it meets the needs of its users. 

You may want to consider mastering the reconciliation workflow in QuickBooks. It can help ensure that your books are accurate and up-to-date. The reconcile feature allows you to compare transactions in QuickBooks to those on your bank and credit card statements. Doing so lets you identify discrepancies and ensure that everything is recorded correctly. 

In the meantime, you can ignore that downloaded transaction and manually enter it in QuickBooks. That way, you can directly apply it to the payments. Let me know if you have further questions about using payments for multiple transactions in QuickBooks. I'll be here to extend another help. Have a great day!