When I try to match sales receipts to bank deposits, not all sales receipts show up. Each deposit has different available receipts and they are not always the correct.

Welcome to the QuickBooks family, @dane3.

I can share some clarification about matching transactions in bank feeds.

The sales receipts will only show up in the Match transactions section if you deposit them to the Undeposited Funds account. I recommend reviewing your sales transactions and ensure a bank account isn't selected.

Check out the sample screenshots below:

Additionally, I recommend the following resources, which contains information about matching transactions and customizing transactions in QuickBooks:

• Categorize and match online bank transactions in QuickBooks Online
• Customize invoices, estimates, and sales receipts in QuickBooks Online

Please know that the Community has your back if you need assistance. Feel free to post a question, get answers, share tips, ideas, and more. Wishing you and your business continued success.

Thanks for the reply.  They are tagged as Undeposited Funds.  

Here is an example of what is happening. 

I have 2 bank deposits that I need to match sales receipts to. 

When I click on Deposit 1 and go to Match, only 4 Sales Receipts show.  The one that I need is not listed.  When I click Deposit 2 and go to Match, 6 Sales Receipts show.  The one that I need for Deposit 1 is not available, but is listed as a potential match for Deposit 2.

Any thoughts?

Thank you for getting back to us here on the Community page, @dane3.

Allow me to share additional details about matching transactions in QuickBooks.

There are several reasons why a transaction isn't showing up when trying to match entries on the Banking page. A few of them are the transaction is outside of the range you are searching, the difference to resolve is too large (not same amount), the sales receipt is over 90 days old, and others. That said, I recommend reviewing those sales receipts you had, and ensure to have the correct amounts and dates.

If they're recorded correctly, make sure to select the correct date range from the Match transactions window and show All or Sales receipts from the Show column.

Also, I recommend this link which you can read more about categorizing and matching transactions in QuickBooks.

If you need future references while working with banking or QuickBooks, you can open the topics from our help articles.

Add a comment below if you have any other questions. I'm a few clicks away to help. Happy weekend and keep safe always!

Thank you for the reply.  

I'm using the same search fields and date ranges with both deposits.  The sales receipts are only a few days apart, so I'm not sure why they are not showing up.

Is there a secure way to send you over screen shots without publicly posting them to forum?

Thank you for following up. 

I'm using the same search criteria and date ranges and the transactions are only a few days apart so they should populate. 

Is there a way to securely send screen shots without publicly posting to the forum?

I have just the information you'll need about finding match transactions, @dane3.

The amount that QBO finds in matching transactions with sales receipts should either be equal or lesser than the downloaded transactions. This could be the reason why the sales receipt isn't showing up when you click on your first deposit.

I'd still suggest sending us a screenshot so we can investigate and help you further. While we're unable to view it privately, you'll want to block or hide the personal information on your screenshot for security purposes.

To upload, just click the Choose File button towards the bottom of the screen.

Please don't hesitate to come by anytime if you have other concerns. You can always count on us here in the Community. Thanks for reaching out to us and have a lovely weekend.

Here are the transactions I see for deposit 1 and 2.  In deposit 2 you will see a transaction for Megan.  That is the deposit that is matched to Deposit 1.  

Thank you for the screenshots added, @dane3.

As I can see from these images, deposit 1 is $99.60 and deposit 2 is $149.57. As mentioned above, QuickBooks only matches transactions that have the same or lesser amount than the downloaded ones. That said, this is the reason why the two $104.93 sales receipts aren't showing up when trying to find a match for the $99.60 deposit.

For now, you need to deposit the sales receipt to the desired bank account, then add the fee under the Add funds to this deposit section in a negative amount so the amount will match to the downloaded deposit.

Here's how:

1. Click Bank Deposit from the New (+) icon.
2. Choose the correct bank, then select the sales receipt under the Select the payments included in this deposit section.
3. Scroll down to the Add funds to this deposit, then add the fees/expense in a negative amount.
4. Tap Save and close.

Once done, proceed with matching the deposits.

Let me know if you have any other questions, @dane3. I'm always happy to help. Wishing you continued success!

For some reason, the section to "select payments in this deposit" doesn't come up for me. It just immediately jumps to "add funds to this deposit"

Any idea why?

I appreciate you for joining the thread, Carolina.

I can share with you some insights about recording bank deposits in QuickBooks Online.
 

Once you have pending transactions deposited under the Undeposited Funds, you'll see the Select the payments included in this deposit option when recording a deposit. This way, you'll be able to select the correct account where you can deposit the funds from the temporary holding account (undeposited funds). If you don't have pending deposits on your undeposited funds, you can only see the Add funds to this deposit section.

I'm adding these screenshots as your visual references.

For more hints about recording bank deposits, you can check out this article: Record and make bank deposits in QuickBooks Online.

In case you have pending entries under undeposited funds and the option is missing on your deposit, I recommend performing the basic browser troubleshooting steps to isolate the issue.

1. Open QuickBooks and create a deposit using a private window. In most cases, unusual behavior with QuickBooks is caused by too much cache on the regular browser you're using. You can use these shortcuts to save you time:
   • Google Chrome: Ctrl + Shift + N
   • Mozilla Firefox: Ctrl + Shift + P
   • Safari 11 or newer: ⌘ + Shift + N
   • Microsoft Edge: Ctrl + Shift + P
2. Clear your browser's cache to start fresh.
3. Use another supported and up-to-date browser.

If you need additional help about bank deposits, please let me know by adding a comment below. I'm more than happy to help. Have a good one!