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Anonymous
Not applicable

How do I link my transactions and invoices? I received an invoice and paid with PayPal funds and my bank, and now it's showing both the invoice and payment as expenses

 
5 Comments
Moderator

Re: How do I link my transactions and invoices? I received an invoice and paid with PayPal funds ...

Let me officially welcome you to QuickBooks Community, 

 

I'm here to lend a hand with linking your transactions.

 

From the information you provided, it looks like you have a bill and entered the payment using a check or expense. If so, I'll share some insights on how to link these transactions.

 

An expense or check posted to Accounts Payable can be applied as credits to a bill. You can open the bill, then make a payment using the credits.

 

I'm happy to show you how:

 

To change the account on a check or expense:

  1. Open the check or expense.
  2. Under Category add Accounts Payable.
  3. Click Save and close.

To link the transactions:

  1. Choose Expenses on the left pane, then select Vendors at the top.
  2. Click the vendor's name.
  3. Open the bill and click Make Payment under the Action column.
  4. Make sure to select the bill and the check under Credits.
  5. Click Save.

Please refer to the screenshots below so you can easily follow the steps.

 

image.png image.png image.png

 

That should get you back on track. Please let me know how that works for you. I'll be here and ready to help anytime. I'm cheering you to continued prosperity.

Anonymous
Not applicable

Re: How do I link my transactions and invoices? I received an invoice and paid with PayPal funds ...

Thank you for your reply, but I think the character limit made me unclear. The invoice was received via PayPal, and when QuickBooks synced with PayPal, it viewed the invoice and the payment of the invoice as two separate transactions, rather than a payment for the invoice. As a result, my expense is doubled. I'm finding this in several places where PayPal is syncing invoices and payments as separate transactions and I can't find a method of linking to show they are the same payment, besides deleting the invoice that is being synced by the system every time this occurs.

QuickBooks Team

Re: How do I link my transactions and invoices? I received an invoice and paid with PayPal funds ...

Thanks for your reply, brandiyorkart.


Allow me to step in for a moment and guide you on the right path, so invoices are linked to the payments.


I’ve checked with my tools and didn’t find any open tickets about this issue. From the details mentioned above, we’ll have to check how the transactions are mapped in PayPal.


The data we received is dependent upon what the third-application sends over to us. That said, I recommend you contact PayPal’s Support Team.


They can help review the mapping and settings of your account. Also, make sure transactions synced are properly categorized to the correct account and link to the correct one.


That should help you move forward. If you have any follow-up questions or other concerns, leave me a comment. I’ll be right here to answer them.  

 

Anonymous
Not applicable

Re: How do I link my transactions and invoices? I received an invoice and paid with PayPal funds ...

Apologies for the delay. It's been a very busy few weeks.

 

So I don't think this is a PayPal issue.quickbooks issues.jpg

 

As you can see, all of the information is identical, including transaction number and amount.

 

I have another expense with a similar issue of both the payment and fulfillment of payment showing as two separate expenses instead of reconciling as the same transaction.

 

I can't help but wonder if it's because in both of these cases, I pulled from both available PayPal funds and my checking account (which Quickbooks can match that transaction without issue.)

 

If I have no way to match them, how can I adjust them so I don't show my expense numbers as far higher than they are?

Anonymous
Not applicable

Re: How do I link my transactions and invoices? I received an invoice and paid with PayPal funds ...

Hello, @Anonymous.

 

I appreciate you getting back on this thread despite your busy schedule. Allow me to chime in and help figure out why you have two separate expenses.

 

When receiving the invoice, was it imported as an expense? When paying the invoice using your PayPal bank, was it also synced as an expense? It is possible that this is caused by the way the transactions are handled and the way it is imported.

 

If it is imported and synced as an expense, you'll need to delete and recreate the first expense as a bill. Then apply the expense on the bill. Once done, this will no longer show as a duplicate.

 

Just in case you need assistance with the steps, you can reach out to our Online Specialist so they can help walk you through using their screen share tool. 

 

Let me know how it goes. Should you have additional questions about your PayPal transactions, please let me know. I'm always here to help.

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