How do I avoid the double and triple entries QB makes when I Receive Payments and Confirm Deposits? The triple entry occurs with QB auto processing of "via QB" payments.

Hi, @office-fireprote. I'm here to help you ensure that you'll be able to avoid double entries when receiving payments. 

If you're connected to Quickbooks payments, you don't have to record payments manually. QuickBooks automatically puts the money in your bank account and categorizes everything in your chart of accounts. 

This might be the reason why you're having double entries. 
 

To make sure that these are duplicate entries, go to your merchant service account. 

Also, you'll need to check if the transactions match both from your bank and in the bank register. If it's not, then you'll have to match them.

Here's how:
 

1. Find a downloaded transaction with the Match option in the Action column.
2. Note the Date, Description, Payee, and amount spent or received.
3. Select the downloaded transaction to expand the view.
4. Review the Matching records found in QuickBooks.
5. Select the link next to each match to get more details.
6. Make sure this is the correct match.
7. If this is the correct match, close the open transaction, then select Match.

Check out this article for more information: Match with an existing transaction. 

Once done, QuickBooks knows that the downloaded transaction is the same with the one you've entered. It matches the two so there are no duplicates. 

I've also added this article in case you want to learn how to refund payments: Void or refund customer payments in QuickBooks Online. 

Let me know in the comment below if you have any other questions about receiving payments in QuickBooks Online. I'd be glad to lend a hand. Keep safe and have a great day!

Here is one scenario that causes a duplicate amount to show up in my Balance Sheet.

* I receive a mailed check for $4,000

* The check covers 2 invoices, one for $1,000 and one for $3,000

* I go into Receive Payments and record the payments

* Later in the month I download my Bank Transactions and up pops a $4,000 deposit that I am asked to Confirm

* There is no match (probably because it is a split payment) and there is no option to find the invoices to match, but I confirm because the deposit happened.

* My Balance Sheet immediately shows a $4,000 excess in assets.

So, how do I avoid this?

And since fixing it after it happens is nightmare, how do I fix it?

Thanks for adding more details, office-fireprote. I'm here to help you resolve this.

Let's exclude the downloaded bank transaction in QuickBooks. Doing so helps us remove the duplicate in the Balance Sheet report. Here's how:

1. Go to Bookkeeping and then select Transactions.
2. Select Bank transactions
3. Choose the For Review tab.
4. Check the box for the $4,000 bank transaction.
5. Select Exclude.

Moving forward, when receiving the payments, you'll have to put the amounts in the Undeposited Funds account. Then, make a deposit. This way, they'll match the transactions on the Banking page.

You can check out this article to ensure you review downloaded bank and credit card transactions and put them in the correct accounts: Categorize and Match Bank Transactions in QuickBooks Online.

Additionally, I've added an article that'll help you review your accounts in QuickBooks to make sure they match your bank and credit card statements: Reconciliation Workflow.

Please keep us posted if you need additional assistance managing your sales and banking transactions. We want to make sure your books are accurate.

The best way to avoid duplicate transactions is to maintain a routine of reconciling your manual transaction entries with your company's bank statement. In doing so, you're ensuring that your books are lining up with reality: the true activity in the business account.

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I don't understand why you suggest that I Receive Payments into Undeposited Funds. Since we operate under Cash accounting, I don't record a Received Payment until it has been received and has been deposited. Why the extra step?

I reconcile every month and that's how I found this irritating quirk in QB. We use cash accounting, and QB doesn't seem to understand the needs of really small businesses. Either let me make the deposit and assignment through Receive Payments, or don't. And if you don't, then let me find received payments to split a deposit when Confirming a deposit. Right now the process seems to be half of this and a dash of that.

Hey there, @office-fireprote. 

Thanks for coming back and giving us more information about your problem. 

Right now, you're trying to match the bank transaction to the individual invoice payments, which won't work. The reason being is because the deposit is comprised of more than more payment. You'll need to lump them together in QuickBooks Online first. 

However, let's try the instructions listed in this guide to link a bank deposit to an invoice to help you out and get this squared away.

Keep us updated on how it goes with these steps. I'm only a post away if you need me again. Take care!