Credit Card charge error

tdettlaff · ‎December 01, 2023

In error, our business credit card was used for a personal item. The employee took care of the charge directly with the credit card company through their personal account. However, QB Online is showing the original charge to the credit card and automatically shows a payment was made through our Operating Account (due to a rule set). How do I remove this transaction so it no longer shows and does not affect our Operating Account balance? Thank you!

IrizA · ‎December 01, 2023

Correcting the charges that were made is indeed important, @tdettlaff. Let me help you rectify them so that it won't show that your company paid for those personal items.

Based on the scenario that you've mentioned earlier, you created a rule previously to automatically categorize the transactions to the Operating Account. What I can suggest is to revert the categorization by clicking the Undo button in the Categorized tab for the Credit Card/bank in question. This way, you can decide if you want to exclude the transaction or categorize it to another account.

Here's how:

Go to Transactions located at the left navigation panel. Then click Bank Transactions.
Click the Bank tile in question where the transaction was categorized.
Click the Categorized tab, and look for the specific transaction.
Select Undo from the Action column.
Go back to the For Review tab.
In the For Review tab, you can decide to tick the transaction box and then press Exclude or categorize it to another tracking account.
You'll find the excluded transactions in the Excluded tab if you want to delete it.

For more information about these steps, you can visit these articles:

In addition, you can use this article as a guide in case you want to learn how to reconcile your accounts so they always match your bank and credit card statements: Reconcile an account in QuickBooks Online.

If you have any concerns, feel free to address them by replying to my post. I'm here to help you. Have a great day.

View solution in original post

JessT · ‎December 01, 2023

Hi tdettlaff!

I understand the issue with using the business credit card for a personal expense and the resulting discrepancy in QuickBooks Online. We are committed to promptly resolving this issue and ensuring it does not affect your Operating Account balance.

Recording a personal expense from a business credit card:

Click on +New and choose Expense.
Select the Payee from the dropdown menu.
Pick the Credit Card used for the purchase.
In the Category details section, choose the appropriate tax category from the dropdown menu. Ask your accountant what's the best category for this.
Enter the Amount of the purchase.
Enter memo to indicate what transaction this is.
Click on Save and close or Save and new.

Reimbursing the company via credit card credit:

Click on +New and select Bank Deposit.
Choose the CC Account to add the reimbursement to and select the Date.
In the Category details section, choose the category you used in the above steps.
Enter memo to indicate what transaction this is.
Choose Save and close.

Please don't' hesitate to reach back out if you have further questions.

tdettlaff · ‎December 01, 2023

Hello. I'm not sure the above suggestion applies. The employee used the company credit card in error to purchase an item. That charge automatically showed up as a transaction in QB. The employee went directly to the cc company to pay for the charge using their own personal banking account. However, QB is showing that the transaction was paid for out of our company's operating account. This is not accurate. Since the transaction had nothing to do with the company and the employee satisfied the charged directly through the credit card company I need to a)show the cc card was paid by an outside source, not paid by the company, b) disgard the transaction all together from QB. Thank you!

IrizA · ‎December 01, 2023

Correcting the charges that were made is indeed important, @tdettlaff. Let me help you rectify them so that it won't show that your company paid for those personal items.

Based on the scenario that you've mentioned earlier, you created a rule previously to automatically categorize the transactions to the Operating Account. What I can suggest is to revert the categorization by clicking the Undo button in the Categorized tab for the Credit Card/bank in question. This way, you can decide if you want to exclude the transaction or categorize it to another account.

Here's how:

Go to Transactions located at the left navigation panel. Then click Bank Transactions.
Click the Bank tile in question where the transaction was categorized.
Click the Categorized tab, and look for the specific transaction.
Select Undo from the Action column.
Go back to the For Review tab.
In the For Review tab, you can decide to tick the transaction box and then press Exclude or categorize it to another tracking account.
You'll find the excluded transactions in the Excluded tab if you want to delete it.

For more information about these steps, you can visit these articles:

In addition, you can use this article as a guide in case you want to learn how to reconcile your accounts so they always match your bank and credit card statements: Reconcile an account in QuickBooks Online.

If you have any concerns, feel free to address them by replying to my post. I'm here to help you. Have a great day.

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Credit Card charge error