When I receive Customer Payments and apply it to the outstanding invoices, the payment is recorded into the file. At the end of the month, when I download the transactions from my bank, the deposit for that payment gets duplicated. How do I receive the payment, but not have that enter into the file. The deposit downloaded is more accurate in terms of date.
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Your download transactions should match the existing transactions in QB. Nothing should be duplicated unless you are adding transactions instead of matching.
Adding the transaction from the Download Transaction window after that will only mark the existing payment in the register as "cleared" (light check box) - meaning it will appear in your bank statement.
It sounds like what is happening is the downloaded transaction isn't matching up automatically. The auto match requires that the amount and check number, if present, are exactly the same. It then checks the date. The date doesn't have to be exactly the same (the money often hits the bank later than when you recorded it) but I believe the dates can't be too far apart or it won't auto match. How far apart are the dates?
You can manually match by selecting the transaction in the Download Transactions window and also in the register window and then clicking on the Match button. This is probably what you should do if you can't get the dates to match.
I don't know which one I chose, but I didn't get the Downloaded Transactions Window to review them.
I think it asked me if it should put them into the register as opposed to saving to the desktop. I said yes to putting them in the register because I didn't want to accumulate files every time I did this, thinking it would still do the Download Transaction window. Instead they went directly into the register as General Journal entries.
I don't know if I chose the wrong file type, or if because this was the very first bank download, or if I should have saved it to my desktop.
The IIF is the file type that prompted me to enter them into QB.
The QBO file opened up the Downloaded Transaction Window.
I had duplicate transactions because the match process didn't happen (because of downloading the IIF file when I did this for the very first time).
I have a similar problem the bank feeds total the day for credit-debit card transactions and I am entering each sale in individually that goes into the check register. Our payments are paid at time of service is complete. If I understood your response correctly I need to add up each day to ensure it matches the total on the bank feed and not pull in the bank feed if the amounts match. We have the same issue with bank deposits when we go to the bank to deposit check and cash those transaction are already in QuickBooks check register as a sale.
The correct process is to ignore the bank feed transactions not pulling them into QuickBooks if they are already in the check register. Correct?
I can provide additional information on how to avoid duplicates transactions in your bank transactions.
In QuickBooks Desktop, there's a specific Accounts Receivables workflow to record your transactions to avoid messing up your accounting data.
To avoid getting duplicates, make sure to select the correct Deposit To bank accountin the Customer Payment window.
- Open the invoice.
- Click Receive Payments.
- In the Receive Payments window, review the name of the payee, payment amount and the date paid.
- Choose the Deposit To account.
- Put a check mark on the invoices you want to pay.
- Click Save and Close.
By doing the steps above, the payments are directly deposited to your preferred bank account.
Since your transactions are downloaded from your bank, just wait for the transaction to be cleared from your bank and downloaded into QuickBooks. Once downloaded, you can now proceed with matching the transactions.
For additional insights, you may check out these articles:
That should do it! Keep in touch with us here in the Community if you have other questions about recording your customer's payments. I'm always here to help.
Hi there, riedabook.
The steps provided above help you avoid getting duplicates in QuickBooks Desktop. If you have duplicate transactions, they you'll able to remove them depending on which banking mode/view you're using.
Here are the steps to check your mode preferences:
- Open QuickBooks.
- Go to Edit and choose Preferences.
- From the Checking section, select the Company Preferences tab.
- Then, review the Bank Feeds section to know your QuickBooks banking mode.
- Click on OK to close the Preferences window.
Now, I'm linking an article that will help remove duplicate transactions in QuickBooks Desktop.
You can also check out this article that will help you in the future: Deposit customer payments.
That should do it. Let me know how it goes by leaving a comment below. I'll be here to keep helping. Have a wonderful day.
Hi JaneD, Thank you for the fast response and tips. I should have mentioned that I am using QB Online. I tried to follow these workflows, but they don't seem to wok for the Online version.
I also found this is a known bug with the following investigation # (INV-19995). I wrote to QB to see if there is a fix for this, but did not hear back.
Thanks for the additional information, riedabook.
The INV you’ve provide has already been closed. Though, i can check if there’s an ongoing investigation about this. I just need to know your bank so I can search it easily. Sometimes, duplicate transactions are due to issues on the bank side. The way we fetch data for transactions that change date and/or descriptions within your bank's website can also caused this.
You can exclude duplicate transactions in QuickBooks Online through the steps below:
- Go to Banking > Banking.
- Select the bank account involved.
- Go to For Review tab.
- Select all the transactions you want to exclude.
- Click Batch Actions at the top.
- Choose Exclude Selected.
Please take a look at this article for further information: https://quickbooks.intuit.com/learn-support/en-us/bank-transactions/exclude-expenses-from-downloaded...
Looking forward to your response. I'll be around to help.
The transactions were already Reviewed, and appear in the Reviewed tab. Each transaction only shows up once in that tab, so I can not exclude the duplicate. They are duplicated in the account register. One is labeled a deposit and the other is payment. The payment is matched to the invoice, which is what I expected.
The deposit is to account Sales
The payment is to account AR
This duplication impacts the cash on hand calculation.
Let's get these duplicates deleted, riedabook.
From your register, select the deposit and click on Delete.
Once done, please run the Sales by Customer Summary report to verify if there are no more duplicate sale entries.
Here's also a guide that'll prevent duplicate entries in your register:
- Create an Invoice or Sales Receipt.
- Receive the payment and choose Undeposited funds account in the Deposit to drop-down.
- Make a Bank Deposit for the payment to deposit to the correct bank account.
- When the bank transaction is available in the For Review tab, match it to the deposit you've created in step 3 by clicking on Find match.
By following the recommended steps when receiving payments, your bank account and register will be reconciled. Let us know if you've got more questions. We are here to help.
Hello again, @riedabook.
You'll have to manually re-enter the transaction once you void or delete them in QBO. For steps and additional insights on how to record and manage Bank Deposits, you can refer to the link.
Additionally, you may check and verify the Audit Log to view the changes made on your account, such as creating, editing, and deleting of transactions. For more details, you can check out this article: Learn about the audit log.
Keep in touch with me if you seek further assistance. You can post your response below, and I'll be sure to get back to you.
I am having a similar issue, except my issue is that when a customer pays via quickbooks payments QB's will receive the payment, close out the invoice but not deposit it. It says its deposited but my amount in the bank does not change to match the bank feed. Then the payment comes through on the bank feed. I can't match it to the payment because it is already closed out in QB's. Is there a setting where I can change this? I have unapplied the payment to open up the invoice so I can apply the transaction that has come through the bank feed but then that leaves a credit on the customer's account, and their money is sitting there. Please help!
Good day to you, ABNbookkeeping!
Please avoid making your invoices unpaid. You'll want to deposit the payments to your bank register instead, so you can match them to your downloaded transactions.
- Click the Banking menu.
- Select Make Deposit.
- Choose your Deposit-to account.
- Select the payments to be deposited into the account. If they are deposited individually, you’ll want to do the same thing in QuickBooks.
On the other hand, there’s a setting, where you can choose which register the payments and the fees would post in QuickBooks. You can set this, so you won’t have to manually do deposits to reflect them to their respective registers. You can find the detailed instructions with a screenshot in this article: Record Merchant Service Deposits. This section: Configure deposit and fees account settings in QuickBooks Desktop.
By the way, if you have unapplied payments at the moment, you can delete them, so they won't show as credits to your customers.
Please let me know if there's anything I can help with your merchant transactions. Always remember that you can ask questions anytime, even on Sundays.
I thought you're using QuickBooks Desktop like other users in this thread. Thanks for the info.
You can do the same thing in QuickBooks Online. You'll want to keep your paid invoices as they are. Then, just deposit the payments to your bank register (+New > Make Deposit), and match them to your online banking transactions.
You can also set an account for your deposit and fees, like in QuickBooks Desktop. In this way, the payments and the fees will directly go to these accounts.
- Click the Gear icon ⚙, then Account and Settings.
- Go to the Payments tab.
- In the Chart of Accounts section, select your accounts and save.
You can check the FAQs for additional reference.
We're just around if you still need help handling your merchant transactions.
Hi all. I'm using QBO. I'm reconciling and having the same issue as previously mentioned. Wire transfers that show up as both a PAYMENT and a DEPOSIT. Only the deposit is checked and cleared and will allow the reconcile, but the payment transaction remains. When I delete it, it ALSO deletes the deposited one and throws off my register by that same amount. Any clue why this is happening and what the actual fix is? Thanks in advance!
Thanks for following on this thread, @7261211.
The wire transfers will show up as both a PAYMENT and a DEPOSIT when you use the same bank as the posting account. To rectify the issue, use a different account to categorize the entries.
Let’s perform this process one at a time. Here’s how:
- Go to the Accounting menu on the left panel and choose Chart of Accounts to view the All Lists page.
- From there, select the financial you’re working on and then hit the View Register link to see more details.
- Click the entry to expand the line.
- Press the Edit button to open the Bank Deposit page.
- Scroll down to the Add funds to this deposit section and type in the appropriate category in the Account column.
- Press the Save and close/Save and new button.
Once done, you can start reconciling the account. Here’s an article that provides an overview of how to balance transactions in QBO: Reconcile.
If you have any clarifications or additional questions, enter a comment below. I’ll jump right back in to answer them for you. Have a great rest of the day.
Im having the same issue, when I get a check from my customer I receive payment threw the button on the top of my screen. a few days later the transition post to my bank account and I enter customer information and add... This creates a duplicate somehow... I need to know how to receive payment when I have the check in hand and not once it hits the bank. HELP
The way you recorded the payment is already correct. We just need to change the way you handle the downloaded payment from your bank.
Instead of adding the downloaded payment, you’ll want to match it to your payment transaction in QuickBooks. You can also match a downloaded payment to an open invoice to automatically mark it as paid. On the other hand, adding a transaction is only good if you haven’t recorded it in QuickBooks yet.
You can check the article about adding or matching bank transactions for more details.
Right now, you can delete the duplicate you added from Bank Feeds.
The next process would be reconciling your account.
Always remember that we’re just around if you need anything about QuickBooks.