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Level 1

Refunded Payment in "Not Deposited"



Recently a patient paid $535 for a service, but the following day they requested to use a different credit card.

I refunded the $535 to the original card and charged a new card for the same amount.

Now, the original $535 payment is living in my "Invoicing > Invoices > Not Deposited" section, status as "Paid". 

Why is that there and how do I remove it so that my "Not Deposited" section reflects the correct amount of earnings not yet deposited?

3 Comments 3
QuickBooks Team

Refunded Payment in "Not Deposited"

Welcome to Community, Dr_K.


I’m here to help and share information about invoice status in QuickBooks Online. 


You may need to do a Bank Deposit to change the status from Paid to deposited. Let me show you how:


  1. Go to the Plus icon at the top.
  2. Select Bank deposit under Others column.
  3. On the Choose an account drop-down, select the bank account you wish to deposit the payments.
  4. In the Received from column, select the invoices by putting a checkmark on the box.
  5. Then, click Save and close.

Once done, go back to the Invoices page and the status should now change to Deposited.


Additionally, you can reconcile your account to make sure they match your real-life bank statements. Just go to the Accounting menu and select Reconcile.


For other concerns about customer payments or refunds, post them again here. I'll be right here to help you. Have a wonderful day!

Level 1

Refunded Payment in "Not Deposited"

Thank you.


When I follow the directions, the Received From column is empty. Perhaps this is because the $535 was refunded?

QuickBooks Team

Refunded Payment in "Not Deposited"

Thank you for your response, @Dr_K. I'm here to help clarify things for you.

All payments in the Undeposited Funds account automatically appear in the Bank Deposit window. Once the payment is deposited, it will be automatically removed from the deposit page.

Since the Receive from column is empty, it means that the payment has already been deposited.

You can refer to this article for more details: Record and make bank deposits in QuickBooks Online.

If you want to check if the payment has been deposited, you can review your Undeposited Funds account or pull up a Deposit Detail report.

Here's how:

  1. Go to Accounting and select Chart of Accounts.
  2. Locate the Undeposited Funds account on the list.
  3. Then select View Register.

For the report, here's how:

  1. Select Reports on the left navigation bar.
  2. Type Deposit Detail in the search box, then enter. You can also scroll down to the Sales and customers section.
  3. Customized the Report period if needed and select on Run report.

You can also refer to this article if you want to learn more about memorized Reports in QuickBooks Online.

I've also added this article about reconciliation: Reconcile an account in QuickBooks Online.

Feel free to get back to me if you need further assistance with your sales or bank transactions. I'm here to guide you. Have a wonderful day.

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