Why are my Sale Receipts adding 'Payments' (i.e. debits) to my bank account?

Hello there, @Bocnuts.

You've got me here to shed some light about recording payments in QuickBooks Online.

When creating sales receipts, make sure not to select the checking account, so the funds won't be deposited directly to the bank. You may select the Undeposited Funds account, so you can transfer the amount when you're ready to deposit them to the bank.

To do that:

1. Select + New.
2. Click on Sales receipt.
3. Select the customer from the Customer dropdown. 
4. Enter the sales info, such as the payment method and select Undeposited Funds in the Deposit to field.
5. Enter line items for the product and service you sold.
6. When you're done, select Save and send to email the receipt.

Once done you're ready to deposit the funds, you can move them it from the Undeposited Funds account by making a bank deposit. All payments in the Undeposited Funds account automatically appear in the Bank Deposit window.

Here's how:

1. Go to the + New button and select Bank Deposit.
2. From the Account ▼ dropdown, choose the account you want to put the money into.
3. Select the checkbox for each credit card payment.
4. Click on Save and close or Save and new once you're done. 

For more information on how the Undeposited Funds account work, please visit this article: What’s the Undeposited Funds account?

You can refer to the following link on how to combine transactions in QuickBooks with a bank deposit: Record and make bank deposits in QuickBooks Online.

Please know that I'm just a post away if you have any other questions about sales receipt or about QuickBooks Online. I'll be delighted to be your guide once again. Have a great day!

Thank you, but that wasn't exactly the issue.  I found another location in 'products and services' where you can define the account into which the funds will be deposited.  That needed to be changed to 'undeposited funds'.

However, now I have a follow-on issue that I discovered when I made the above correction.  Now I have duplicate entries in 'undeposited funds' listed under the Accounts Receivable Account.  I have the both the Invoice and Deposit decreasing funds in the account, and the Payment increasing the amount in the undepostied funds account.  Why is the Invoice and Deposit debiting the account?

I've replicated your concern, Bocnuts. Let me help you sort this out.
 

In the Undeposited Funds, you can see the deposit and invoice payments. Once they're deposited into the bank account, the entries or amounts are debited from the bank account, then credited to the sales account. It's how it works.
 

Also, I've found out that if you deposit the sales receipt or payments by bulk from the Undeposited Funds, it cause duplicate or multiple entries under the said account. 
 

I'll add this reference to help you learn more about Undeposited Funds: How to Use the Undeposited Funds Account to Receive Payments in QuickBooks Online.

Get back to this thread if you have additional questions. We'll reply as soon as we can. Keep safe!

Thanks, Kristine.  If I am processing a payment or invoice via Quickbooks Payments, are the transactions through 'Undeposited Funds' done automatically such that there is no need to make a 'Bank Deposit' or 'Receive Payment'?  If so, that may be my issue of duplicates.

Then I need to figure out how to undo it...

Where is the gear button on quickbooks desktop?

Thanks for joining this thread, @Muthoni M.

Are you trying to change how QuickBooks records payments on your Chart of Accounts? You can only find the Gear icon in the QuickBooks Online version. For QuickBooks Desktop users, you need to update the changes from the Banking menu.

Here's how:

1. Go to the Banking menu and select Record Merchant Service Deposits.
2. Select Change your deposit settings.
3. Select the account QuickBooks deposits payments into at your bank from the Bank for deposits dropdown. Select the account you track fees with from the Fees account dropdown. Select the account those fees are charged to from the Fees Bank for fees withdrawal dropdown.
4. When you're done, select Save Settings.

You can also switch the deposit bank account QuickBooks Payments puts customer payments into. You can make the changes in the Merchant Service Center.

Feel free to get back on this thread if you need more help with navigating QuickBooks tools. We're always here to help. 

Why is it that when I post a sales receipt, it appears as both Payments and Deposits in my bank account. Please assist in this regard. I expect it to appear as only deposit. Thanks

Mine is doing the exact same thing and no matter how many times I call it never gets resolved  

@jmarkanderson 

Make sure that the Product/Service entered on your sales receipt, does not have a bank account assigned to its Income account under Product/Service Information (Sales > Products and services).  That field should be assigned an income account, not a bank account.  If a bank account is selected, it will do exactly as you described.

We use sales receipts to record daily sales transactions and we zero out the sales receipt.  This causes zero deposit entries to undeposited funds (or the bank account).  The desktop version never posted zero sales receipts.  This there a way in QBO to not post to undeposited funds at all?  It is a pain to have to record zero deposits in the bank account for all the daily sales receipts and I do not want them to directly post to the bank account or I will have numerous zero deposits cluttering the bank account and bank reconciliations.

Let me shed some light on how the online program handles our sales transactions, BRAUEL12.

Undeposited Funds is the default to account for daily sales transactions in QuickBooks Online (QBO).

I recommend consulting with an accountant for assistance on how to handle zero deposits, including the posting account for your sales entries.

For more in-depth information about tracking daily sales via sales receipt, you can browse through this article: Record your total daily sales in QuickBooks Online.

In addition, these resources contain a list of articles that guide you on how to deal with customer and sales-related transactions:

• Invoices and payments
• Topics about your company's income and customers

Fill me in if you have additional questions about tracking daily sales entries or concerns about the product. Please know that I'm always ready to assist you further. Enjoy your weekend ahead.