I appreciate you sharing your concern with the Community, @sah62. We need to verify the date and payee name to ensure they match. Let me clarify this further.

When creating a sales receipt, it is essential to ensure that the payee, date, and amount correspond with the downloaded bank transaction. Any discrepancies in the information will prevent it from appearing in the matching window process.

To modify the receipt, you can follow these steps:

1. Go to Sales, and click All Sales.
2. Under the Type dropdown, select Sales Receipts.
3. Find the receipt and click View/Edit.
4. Provide the correct date, amount, and payee.
5. Hit Save and Close.

After completing the process, you can find and match the receipt in the matching window.

Additionally, I am happy to announce that our QuickBooks Live Expert Assisted service is here to help you manage and categorize your transactions. Our experienced experts are ready to share valuable insights and best practices to enhance your financial management. Their expertise ensures a smooth and efficient approach tailored to your specific needs.

We'll be here if you still have other questions about categorizing your transactions. Have a wonderful day ahead.

Thanks for the reply. For most of my transactions, I haven't needed to modify anything to match the bank deposit to my sales receipts. The available receipts show up properly when I click on the "Match" button. Every so often, though, that doesn't happen and the needed sales receipt doesn't appear. I don't currently have one in that state, but I'll add some pictures here the next time it happens.

An example: this bank deposit was made, and it shows up for categorization and matching. The corresponding sales receipt exists in my Undeposited Funds account. When I try to match this particular deposit, the sales receipt does not show up on the list of transactions available to be matched. The sales receipt does show up when I try to match other deposits, though. Here's the bank deposit image.

...and here's the match attempt.

Thanks for keeping us in the loop, Sah62. Reviewing the date range of your transactions helps narrow down the solution needed. Let's work through this together.

After examining the screenshots, I noticed that your Filtered Date Range (02/07/2024 to 03/08/2025) on the Find Match page does not include the bank deposit date (02/06/2025). Therefore, kindly adjust the date range to include your bank deposit for a matching transaction.

Moreover, note that when matching transactions in QBO, always have the identical number, amount, date, or payee of your downloaded bank deposits. Refer to this article for step-by-step instructions and guidelines when matching transactions in QBO: Add and match downloaded banking transactions.

Additionally, if reconciling your account is on your agenda, these additional articles can provide the support you need to reconcile your account effectively:

• Reconcile an account in QuickBooks Online
• Learn the reconcile workflow in QuickBooks

This thread is available 24/7 for further inquiries or assistance when managing your QBO transactions. Your success is important to us, and we are dedicated to guiding you through your financial journey at any time.

Thanks for catching that date range error. I can adjust the date range, but the result is the same.

Here's a different picture of what I see when I attempt to match a different bank deposit. Note that the "Filter by" criteria is "All", and in this case the search actually returns all of the unaccounted-for transactions - including the one (marked with a red arrow) that doesn't appear when I try to match the other deposit. In fact, you can see that there are multiple transactions missing from the first attempt.

Why does this attempt to match a deposit return all of these transactions, but the other attempt returns only one transaction, with the exact same search criteria being used?

I appreciate the proactive action of providing information, as this will help to sort this out, sah62. Let’s work together to ensure you can match your bank transactions with the appropriate sales receipt.

To effectively match the transaction, ensure that the payee, date, and amount correspond precisely with the details of the downloaded transaction. Any discrepancies could disrupt the matching process.

Additionally, here are the possible reasons why the sales receipts won't show as a suggested match:

• The dollar amount on the matching record differs, potentially due to fees or discounts.
• You need to link it to multiple records, such as grouped deposits from various customers.
• The matching record might be dated more than 90 days before or more than 20 days after the transaction date. 
• The matching record has already been reconciled, you should Exclude the transaction as it cannot be matched.

For detailed instructions, visit this article: Confirm suggested matches for bank transactions.

Following the above suggestion, if the sales receipt still fails to appear, consider accessing your account via a private browsing window. This method helps avoid issues caused by corrupted cache files.

• Google Chrome: Ctrl + Shift + N
• Safari 11 or newer: ⌘ + Shift + N
• Mozilla Firefox: Shift + Ctrl + P
• Microsoft Edge: Ctrl + Shift + N

Once it works, consider utilizing different system-supported browsers to maximize your experience.

I also recommend reading this article: Reconcile an account. It will guide you in ensuring that your bank balance and your QuickBooks records accurately match.

If more help is needed or you've got other questions about how to match your bank transactions, just hit us up by replying here! Your success means everything to us, and we're excited to assist you every step of the way.

I'm not having an issue matching a transaction to the bank deposit when the transaction is found. The problem I'm having is that the needed transaction doesn't appear when I hit the "Match" button, even when the date range is correct and the "Filter by" criteria is "All".

Please look again at the two samples above. In the first example, only one transaction is returned, and it isn't the one I need to match the deposit. In the second example, all available transactions are correctly returned and I can match the deposit. Please help me understand why the search operation returns only one transaction in my first example.

Thank you for your active response, sah62. Please ensure the transaction was made using the same bank account to ensure it appears and matches smoothly with the Sales receipt and Bank deposit. Let me explain more.

Using the same bank account for both Sales receipts and Bank deposits helps keep your financial records easy to match and accurate. This makes it easier to check that the sales amounts recorded match the money deposited.

If the Sales receipt is set to automatically match, it will automatically link up with your deposits if the transaction dates and amounts are the same, which could be why you can’t see them when you search. However, if you run into any issues with matching, look into the following:

• Check that the transaction hasn't been reconciled yet.
• Confirm that the transaction was made using the correct bank account.
• Ensure the transaction hasn't already been matched with another transaction from the bank.
• If it is a deposit or payment received, make sure it is not on the Undeposited.

You can also refer to this blog to manually match transactions in QBO: Use the find match tool to manually match transactions in QuickBooks.

After this matter is resolved you can now begin to reconcile your all transactions.

If you need thorough guidance on managing your account in QuickBooks Online, you can consult our QuickBooks Live Expert Assisted to ensure efficiency in managing your account.

Once again, please check all the troubleshooting that I've suggested above to help you find the Sales receipt transaction. Should you need further assistance with matching Sales receipts and Bank deposits, we are always ready to help you in the best way possible.

I just confirmed that the sales receipt shows up in the list of transactions that can be included with the bank deposit. When I select the sales receipt and subtract (add a negative amount) any merchant deposit fees that were assessed by a credit card processor, the sales receipt is properly removed from my Undeposited Funds account.

That's great to hear, Sah62.

I appreciate you getting back here and sharing the steps you've performed. Your detailed input would also help other users experiencing the same issue.

Please remember, we're always here to help if you need any further assistance in the future. Don't hesitate to reach out. Have a good one.

@sah62 

"The corresponding sales receipt exists in my Undeposited Funds account."

Have you tried depositing it to see if QBO finds the match?  I find that QBO is sometimes finicky when matching invoices and sales receipts to payments in Undeposited Funds.  If it's in your bank transactions, then it has been deposited.  

@Rainflurry yes, as noted above I can match the sales receipt when adding the deposit manually.