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Find missing payments you want to deposit in the Bank Deposit window in QuickBooks Online

by Intuit•116• Updated 4 months ago

Learn how to find payments you expect to see in the Bank Deposit window in QuickBooks Online.

Before you make a bank deposit, make sure you put customer payments in your Undeposited Funds account. If payments are in Undeposited Funds, they automatically appear in the Bank Deposit window.

Here’s how to track down and move payments to Undeposited Funds so they show up in your Bank Deposit window.

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Review the payment

You may have put the payment into another account.

  1. Go to Sales, then select All sales (Take me there).
  2. Find the invoice payment or sales receipt you’re looking for. If you use online banking and don’t see the payment here, make sure you’ve downloaded and categorized it.
  3. Select the transaction to open the form.This image shows the receive payment form and highlights the Deposit to section. Undeposited Funds is selected
  4. Review the Deposit to field. Make sure you select Undeposited Funds.
  5. Select Save and new, Save and Send, or Save and close. This moves the payment to Undeposited Funds.
  6. You can now select + New, then select Bank Deposit.

The payment should now be in Select the payments included in this deposit in the Bank Deposit window. Follow the steps to make a bank deposit.

This image shows the Bank Deposit screen and the section where payments in Undeposited Funds should appear

Note: If you use QuickBooks Payments, you don’t need to worry about bank deposits. QuickBooks categorizes payments for you. You’ll see your pending payments in the Bank Deposit window.

If you still don’t see the payment, check previous bank deposits.

Check previous bank deposits

If you moved the payment to Undeposited Funds but still don’t see it in the Bank Deposit window, make sure it's not in a previous bank deposit.

  1. Go back to Sales, then select All sales (Take me there).
  2. Find and select the transaction to open the form.

If you see a blue date link next to the customer’s name, the payment is already linked to a bank deposit.

This image shows a received payment window, and if it’s connected to a bank deposit, you will see a link with a date underneath.

To add the payment to a new bank deposit:

  1. Select the blue date link to open the bank deposit.
  2. Uncheck the box next to the payment.
  3. Select Save and new or Save and close. This removes the payment from the deposit. It will go back to Undeposited Funds.
  4. Select + New., then Bank Deposit when you're ready.

The payment should now be in the Select the payments included in this deposit section of the Bank Deposit window. Follow the steps to make a bank deposit.

If you accept payments in multicurrencies, you’ll only see payments for one currency at a time in the Bank Deposit window.

To switch between currencies, select a Currency from the dropdown menu.

You need to make separate bank deposits for each type of currency you accept. All payments on a bank deposit must be in the same currency.

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