Showing results for 
Search instead for 
Did you mean: 
Experienced Member

Record Merchant Service Deposits

i go to record merchant service deposits, i click on add payment and get "a payment you are trying to download cannot be matched or recorded.  please record your payments manually."


this error is brand new and is happening on all ten of my most recent translations.  previously, it would pull up the record a deposit screen and match everything up.  i have not changed or deleted any of these invoices.  i do still receive notice that they have been paid through an email and the money is in my account.  


i have the desktop pro 2018 version.


please help.  

QuickBooks Team

Re: Record Merchant Service Deposits

Hi there, customwoodcountertops. 


You might want to contact our Merchant Services team so they can look into your account. They have the resources and can walk you through how to get rid of the error. 


You can always post again or comment below if you have other concerns. 


Experienced Member

Re: Record Merchant Service Deposits

i did.  it appears the the deposits that are erroring have already been received because i just noticed the invoices are marked paid.  how this happened i don't know since i'm the only one in quickbooks and these deposits are still showing in my merchant deposit screen.


the merchant services team told me to void the payment already received and to receive it again.  i did this for one transaction and while i was able to clear the payment and receive it on from the merchant deposit screen, qb still shows two deposits so now this customer has a credit on their account (even though they only paid once).  how would i get this credit to truely void? 


Re: Record Merchant Service Deposits

Hi there, @customwoodcountertops.


Thanks for getting back and sharing the steps provided to you by the Merchant Services Team. I can help figure out why QuickBooks is still showing deposits to this customer.


You might have recorded this deposit in QuickBooks that's why it's showing a credit on their account. Make sure to verify this deposit in QuickBooks and delete this to void any duplicate transaction. Once you deleted the transaction, download the payment received from the merchant service deposit.


You may also check out this helpful article if you need to resolve duplicate merchant deposits in the future: Resolve duplicate merchant service deposits.


This should help get you back on track. You may also check our site if you need some helpful articles in the future: Help articles for QuickBooks Desktop.


If you have additional questions about your transactions in QuickBooks, please don't hesitate to reach out again. I'll be here to help. 

Frequent Explorer *

Re: Record Merchant Service Deposits

I am having the same issue as customwoodcountertops. I ended up recording the deposits manually in QB Desktop to bypass the errors but I still have those pending deposits showing in merchant services deposit screen. So I need to delete the payments and deposits I did manually and try recording the deposits from merchant services again? Did this end up working for you customwoodcountertops?

QuickBooks Team

Re: Record Merchant Service Deposits

Thanks for dropping by the Community, @Florida_Commercial_Rentals.

I’m here to share some information about the error in Merchant Deposits.

This issue has been resolved by the Merchant Services Team via a Payments Server update. Listed below are different causes for this error:

  • The invoice in QuickBooks is already partially or fully paid.
  • You are trying to modify an invoice on or before the closing date.
  • Payment methods in QuickBooks are damaged.
  • Account Receivable issues.

Check out this article for more information: Error in Merchant Deposits - A payment you are trying to download cannot be matched or recorded.

I highly suggest giving our Merchant Services Team a call for further assistance. They can pull up your account in a secure environment, which we are unable to do in public forums, and take a closer look at this issue. Click this link to get their most updated contact information:

That should get you pointed in the right direction. Let me know how the call goes, I’m always here to help. Have a good one!

Frequent Explorer *

Re: Record Merchant Service Deposits

Hello, How do I dismiss the deposits in "Record Merchant Service Deposits" that I had to enter manually due to errors in the past? I have several deposits in  "Record Merchant Service Deposits" that I already entered manually, so I want to delete them from Merchant Service Deposits but the "Dismiss Selected Payments" button is grey and not available to click even if I select all the payments I want to delete. Please see screenshot attached. Thank you.

QuickBooks Team

Re: Record Merchant Service Deposits

Appreciate the screenshot you've provided, @Florida_Commercial_Rentals.


Let me help you sort out the error prompt you've receive.


Here's are the possible reasons why you're prompted with the error, "A payment you are trying to download can not be matched or recorded. Please record your merchant pay...":


  • The invoice is already partially or fully paid in QuickBooks.
  • The invoice you are attempting to modify is on or before the closing date.
  • A damaged payment method in QuickBooks.
  • A damaged "Check" payment method in QuickBooks.
  • Accounts Receivable issues
  • Multiple Accounts Receivables in your chart of accounts.

Don't hesitate to click the Reply button below if you have other questions about manually recording your Merchant Service deposits. I'm always here to help.