Sales Receipt or Bank Deposit

Let me give you one simple example:

I am adding manually new bank deposit

New -> Bank Deposit -> 

Received from: Customer Name

Account: Sales

Description, Amount and etc.

And then I save it.

But the problem is that I can not see this transaction from main menu

Sales -> All Sales 

What I am doing wrong?

Hi @ganili,

Allow me to clear things up for you. 

Directly recording a deposit transaction isn't considered a sale in QuickBooks Online (QBO). It has to be linked to a sales transaction, such as a sales receipt or an invoice. It will be entered as an unapplied cash payment. 

You can follow the steps provided by my peer, @JonpriL, to record sales transactions, as well as receiving the payment for these sale transactions. Additional details on this process for invoices can be found in this article: Record invoice payments in QuickBooks Online. 

Once your sales transactions have been recorded, along with their respective payments, you can refer to this article on how you can match them to your bank feeds: 

Categorize and match online bank transactions in QuickBooks Online.

Lastly, to ensure that your QBO bank account matches the balance of your actual bank account, you'll want to do a reconciliation. Take a look at this article for the steps: Reconcile an account in QuickBooks Online. This includes a short video, as well as screenshots for your reference. 

I'll be around in case you need further assistance. Feel free to drop a comment below, and I'll be sure to get back to you. 

This is my exact problem as well. You are providing instructions on how to add a deposit that came in through the bank - that is easy. The problem is that, this is getting recorded as a "Bank Deposit" and it is not appearing as a Sales item. However, if we do the same for an expense, that transaction does appear in Expenses --> Expenses. Why is that expense transactions get recorded as an expense, but for a deposit we don't have the option to record it as a Bank Deposit OR  as a Sales Item. In this modern age, it is possible for customers to pay for an item with a direct bank to bank transfer. I understand a bank transaction could in fact be a deposit, but then give an option so that QB users can classify the transaction as a Sales.

The problem is that, yes we can record the bank deposit, however, if we run reports by customers or by Sales Account, the deposit does not appear there.

Hello there, ijsamuel.

If a bank deposit is added from the bank downloaded transaction, it won’t appear on the Sales page and the customer’s transaction list. It’s directly posted to the bank’s register you linked to it. Also, as mentioned by my colleague those deposits that weren't linked to a sales transaction will show as Unapplied Cash Payment account in your financial reports.

For it to show on the Sales page, you can link the deposit to a sales transaction such as an invoice or sales receipt that’s manually added within QuickBooks. Just make sure that you use the Match option instead of Add to avoid duplicates. 

For the sales report, you can look into the bank's register you selected on the Category field. I'll show you how to pull that up: 

1. Go to the Accounting menu and select Chart of Accounts. 
2. From the list, look for the income account you selected on the bank downloaded deposit. 
3. Click Run report from the ACTION column. 
4. Under the Group by drop-down, you can select the Customer.

You can also look into this reference on how to customize reports. 

Let me know if there's anything else that you need help with. You take care and have a great day!

Hello.  I added a deposit from the bank info that comes through and reconciled that account in July.  There are 5 customers who's invoices remain opened that total that deposit.  Can I go back 2 months and undo a reconciliation or is there another way to just apply the payments against the client's invoices without messing up the bank rec?  Thanks.

Thanks for following on this thread, @AWWS.

Yes, you can go back for two months and undo the reconciliation. Then, link the deposit to the invoices. This is to keep your records in order.

1. Go to the Accounting tab on the left panel to select Chart of Accounts under Your Company.
2. From the list, pick the bank you’re working on and tap the View register link to see all transactions.
3. Look for the deposit and go to the check column and keep on clicking the R status until it shows blank or cleared (C).
4. Click on Save to keep the changes.
5. Choose Yes to confirm.

Now that we’ve corrected the entry, link the payment to all invoices and reconcile it. Let’s find the deposit and change the posting account to Accounts Receivable to keep your records accurate.

Here’s how:

1. Tap the Accounting menu on the left panel to choose Chart of Accounts.
2. From the list, click on the account where you deposited the payment and click View Register under the Action column.
3. Then, choose the transaction to expand the line and hit the Edit button to view the complete details.
4. On the Bank Deposit page, scroll down to the Add funds to this deposit section.
5. In the Received From column, enter the correct customer.
6. Go to the Account column and select Account Receivable for the posting account.
7. Click Save and close.

To connect the funds to the invoice:

1. Hit the New menu to choose Receive payment under Customers.
2. Click the Customer drop-down to select the correct client.
3. Fill in the remaining fields.
4. Mark the boxes for the invoices you want to associate with the payment.
5. Navigate to the Credits section to mark the box for Deposit.
6. Press Save and close.

For future reference, these sources can help resolve reconciliation problems as well as instructions on how to classify and match online data.

• Fix issues when you're reconciling accounts in QuickBooks Online 
• Categorize and match online bank transactions in QuickBooks Online 

If you have any clarifications or other concerns about the product, post a comment below. I’ll jump right back in to answer them for you. Have a great day ahead.

I have my bank account connected to my quickbooks.  I went through and matched up all my deposits and balanced out.   Then I went to write receipts from the past 6 months that I had already been paid for.   When I went back into my balanced bank account now all the receipts have double deposits.  Please help.  How can I correct this?  Should I go back and delete the original matched up deposits? 

Good to see you in this thread, @brittylynn.

As mentioned by my colleagues above, deposit transactions should link to a sales transaction such as invoice or sales receipt to consider as sales. Once done, you can match it to your downloaded transaction. 

In your case, have you manually created a deposit and match it to your downloaded transaction? Then, created a sales receipt afterwards? If so, then that causes the duplication. Also, If I may ask, have you already reconciled transactions for this period which causes duplicates? I want to ensure I'd be able to provide the best resolution before doing some actions. 

In the meantime, you can visit below links which you may find helpful:

• How to link a deposit to an invoice
• Record and make bank deposits in QuickBooks Online
• Should I use an invoice or a sales receipt?
• Categorize and match online bank transactions in QuickBooks Online

I'm looking forward to your reply. Have a great day.

I have a new business and just got quickbooks desktop a few months ago.  I went and matched all my transactions from my linked bank account to my quickbooks.   I have already gotten paid from 15 different sales that I have made so when I entered the receipts and just back dated them from the past few months it did duplicate them.  I do not know how to fix this.  Hope you can help.

I appreciate you for getting back to us, brittylynn.

We can run the Deposit Detail report to identify the duplicates. From there, we can reach out to your accountant if it's best to delete the duplicate transactions.

I've added this reference for more information when adding an accountant: Invite an accountant to review your accounting in QuickBooks Online.

I'm just a post-away if there's anything that I can help. Keep safe!

I've read the thread and understand that deposits must tie to a sales receipt or invoice. My question is, is there a quick way to generate a sales receipt from a deposit? Example: I have a tenant who gives me rent checks and I deposit them. The deposits show up instantly from the bank feed, and are there. So, I need to create a sales receipt for that deposit. Is there a button I can press that will auto-populate the amount and tie the two?

As it is now, I have to remember the amount and create a sales receipt from scratch, and then deal with it (tie the receipt to the deposit). This seems unnecessarily tedious. I'd like to do it in the reverse. Please advise. Thank you.

Your help is appreciated! 

Hi there, gwood312.

Thanks for dropping by the Community today, I'm happy to help explain. Unfortunately, you can't create a sales receipt directly from the deposit as the sales receipt would need to be created prior to a deposit. The best way to think of it is, it's like an invoice, but it doesn't sit in your Accounts Receivable. The money is actually immediately moved to the account on the form. I'm including a few helpful articles for you to check out moving forward about sales receipts and bank feeds as well. 

• Sales Receipts.
• Bank feeds.

If there's anything else I can do to help, feel free to post here anytime. Thanks again and I hope you have a lovely day.