How to reconciliate fedex with a shipping expense already

Let me help you with your concern about matching FedEx expenses with shipping expenses, nitsujayyy.

Since the FedEx bill is higher than the imported amount, you can manually enter the bill. If you want to match the ship station expense amount to the bill you can change the amount from webgility. So once it downloads in QuickBooks it will have the same amount.

As for your other queries, I recommend consulting your accountant. They can provide the necessary steps to ensure your books accurately record those transactions.

For tips and detailed instructions on how to keep your accounts balanced and in order, see this article for future reference: Reconcile an account in QuickBooks Desktop. It contains topics about the opening balance and the reconciliation process.

Leave a comment below if there’s anything else you need, nitsujayyy. I’m here to provide further assistance. Have a good one!

I can manually do it matching shipping expenses but how do I enter FedEx bill without double expense, since ShipStation is already recorded in. Do I create FedEx as a vendor?

as for allowing a customer who also invested money, how can I not include it as a expense but take funds out of owner equity?

Thanks for your follow-up response, nitsujayyy. I've come to share additional input when managing shipping and FedEx expenses.

If FedEx expenses are downloaded into the banking feeds, you can match FedEx with Shipstation to withhold double expenses recorded in QuickBooks.

However, if these expenses aren't showing in your bank registers, entering the FedEx bill into your QuickBooks account won't be necessary. You'll only need to record the actual entries matching the data on your banking statements, so these won't cause duplicates on your expenses.

On another note, you can create a Journal Entry (JE) withdrawing from your equity (Owner's Draw) and use Accounts Receivable (AR) to reduce the equity balance of the investor or customer. Please know that it's best to consult with your accounting professional for guidance in handling these financial entries in your account. This ensures the data recorded in your file are accurate and balanced.

Moreover, I'm including this guide to help you keep track of the account balances entered in your books: Reconcile an account in QuickBooks Desktop.

I'll leave this thread available for any additional queries you require when managing expenses in your file. Let me know any time below. Stay safe!

Am I missing something here? How do I match??? Do I under the fedex bill or what?

Thanks for following up on this thread, nitsujayyy.

I'm happy to provide some info about matching transactions in your QuickBooks Desktop account.

Depending on which bank feeds mode you're currently using, you have a few options on how to match transactions in your account. Those being: Express, Classic, Advanced, or Manual. You'll be able to match transactions from the Banking Center, where downloaded items appear before being added to your QuickBooks register. 

The following article provides all the details for adding and matching Bank Feed transactions in QuickBooks Desktop.

Please feel free to comment below if you have any other questions or need a hand with anything else. I'll be here to help.

I understand how to match. What I mean is how do I input FedEx bill with out it doubling expense. I can manually adjust expense thats imported 

Thank you for getting back to me, nitsujayyy.

Just to make sure I'm on the same page, how is the FedEx bill appearing in your account - is it downloaded from your bank or entered manually?

Please let me know how it is originally recorded and we can continue working here. 

FedEx bill is downloaded from bank on bank feed. 

work flow is this. I have Webgility importing orders and ship station shipping expense already. ShipStation is essential FedEx and already expensed and paid for. I get monthly invoice from FedEx which reflect actual cost for me. So I was thinking I can pull up FedEx pdf, cross match tracking id and if there’s difference  I can manually adjust the ShipStation. If there’s shipping charges not related to Shopify but an expense (samples to customer), I can manual enter a sub account “FedEx Shipping” once all that is set I have a total bill from FedEx which I pay from my bank. To avoid double expenses, do I just input as a bill and set paid bill to my checking/bank account?

You're already on the right track in reconciling your FedEx expenses, @nitsujayyy. I can think of two options to handle this situation.

Since your monthly FedEx bill is higher, use the tracking IDs to pinpoint the specific discrepancies between the actual costs and the amounts imported from ShipStation.

After determining the correct amount, you can enter it as a bill in QuickBooks Desktop. For samples or shipping charges unrelated to Shopify, allocating them to a specific subaccount is a good initial step for proper categorization. However, I highly recommend consulting your accountant on this to ensure the most accurate approach.

Next, record the bill payment accordingly. Refer to this article that will help you in performing the process: Entering and paying bills in QuickBooks Desktop.

Once done, match the downloaded bank transaction to the recorded payment and Shipstation expense. By following these procedures, you can prevent double counting your expenses.

Alternatively, you can directly edit the ShipStation expense imported to QuickBooks Desktop via Webgility to reflect the actual amount on the FedEx bill. This is a more direct approach to reconcile the discrepancy.

Additionally, I'm also adding these links to help personalize and manage your reports in QuickBooks:

• Create, access and modify memorized reports
• Set up and modify Scheduled Reports

Further, if you have any further concerns about managing your expenses, feel free to comment below. We're here to assist you at any time.

So the issue is when I had a big bill around $2000 it had about 26 transactions that I manually adjusted the price to reflect the FedEx bill, for whatever reason it gives me this issue below. 

How webgility imports is that even 1 order# if I split shipments it records each shipment. 1 order can have 10 tracking number which means 10 line item bills in QBD. 

Using QBD and for a company, is it better to record each shipment and cost or in general a total bill and adjust if the expense is related to COGS?

I truly understand the importance of accurate order shipment records, @nitsujayyy. Let me answer your concern accordingly.

First, when you split an order, it will appear as a separate line item, allowing you to identify which accounts or items are associated with each entry.

Second, it's better to record each shipment to track your transactions properly. This way, your records won't be messed up by making adjustments.

I highly recommend consulting your accountant since they know the necessary steps to keep the accuracy of your transactions.

Finally, learn how to resolve "System.Argument.Exception" and "System.TypeInitializationException" errors in QuickBooks Desktop Bank Feeds Center. Please read the fix system exception errors for detailed instructions.

I've added articles you can refer to for your future work:

• Reconcile an account in QuickBooks Desktop
• Add and match Bank Feed transactions in QuickBooks Desktop

If you have any follow-up questions, feel free to drop them below. We're on standby to help with anything you need.

So I'm a bit confused on the matching. How can I select multi transactions or multiple fedex bills with this?

You can match one downloaded transaction to multiple existing transactions using the Advanced mode in QuickBooks Desktop (QBDT), @nitsujayyy. I'll provide more details and guidance below.

Here's how to Switch to Advanced Mode:

1. In the top menu bar, click Edit and select Preferences.
2. Select Checking and go to my Company Preferences tab.
3. In the Bank Feeds section, click Advanced Mode.
4. Click OK to save changes.
    

After these steps, you can go to the Bank Feeds Center to see the new bank feed mode. See the screenshot below for visual reference.

Regarding the file you provided, I suggest adding the transaction to QuickBooks using the register. However, it's still up to you which best option you'll want to select.

Additionally, you can check out this article for more details in managing your transactions in QuickBooks: Add and match Bank Feed transactions in QuickBooks Desktop.

I've also attached these articles for future reference regarding reconciling accounts and your year-end tasks for QBDT:
 

• Reconcile an account in QuickBooks Desktop
• Year-end guide for QuickBooks Desktop
   

You guys are jumping around all over the place. The system error I get is trying to match 29 transaction using advance mode. I'm following the steps above and trying out classic mode. So which is it. All responses i've been getting is just a repeat of what was said above already? Can I actually get a human, and no I won't call in as they were completely useless.

Thanks for following up with the Community, nitsujayyy. I appreciate your detailed information and screenshot.

Unmatched transactions show up in Classic Mode and Express Mode. These are transactions in the electronic statement that don't match any transaction in your account for QuickBooks.

Here's a few reasons these can occur:
 

• The financial institution made a mistake and the transaction in your statement is wrong.
• You may not have put it into QuickBooks yet. Doing so should change its status to Matched.
• The transaction in QuickBooks has a typo or is in the wrong account.

From your Add Unmatched Transaction window, you can select from 3 options:
 

• Using the register - This adds the unmatched transaction using your register
• As a payment made by check, using the Write Checks window - This adds your unmatched transaction if it was made as a check from the Write Checks window.
• As a payment for a previously created bill, using the Pay Bills window - This adds your unmatched transaction if it was made as a bill payment on the Pay Bills window.

You can learn more about adding unmatched transactions in our Add & match Bank Feed transactions article.

If you're unsure of which option to select, I'd recommend working with an accounting professional. If you're in need of one, there's an awesome tool on our website called Find a ProAdvisor. All ProAdvisors listed there are QuickBooks-certified and able to provide helpful insights for driving your business's success.

In regard to the error you'd mentioned earlier in this thread, you can refer to our Fix System Exception errors article for troubleshooting steps.

If you've already tried each troubleshooting process, but are still encountering the errors, you'll want to get in touch with our Customer Care team. They'll be able to pull up your account in a secure environment, conduct further research with you, and create an investigation ticket if necessary.

I'll be here to help if there's any questions. Have a lovely Tuesday!