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QuickBooks Team

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Hello again DSG1,

QuickBooks Online allows you to match your expenses to the transactions in your bank account with a couple simple steps. It can seem a little tricky when there are overpayments involved, I can help shed some light on how to handle this transaction.

The first step is to record a bill payment for the total including the $2,000 overpayment. To do this:

  1. Go to Expenses, then select Suppliers.
  2. Find the supplier that these invoices are related to. They should already be recorded in your QuickBooks Online as bills.
  3. Click Receive Payment under the Action column for one of the nine invoices.
  4. In this screen, enter the payment date, payment method and account.
  5. In the Amount field enter the amount paid to the supplier.
  6. Then tick the box next to each of the nine invoices related to the payment.
  7. After doing this, you'll see a message saying "This transaction will create an additional credit in the amount of $2,000.00".
  8. Click Save and Close.

Now that this bill payment has been recorded, you'll be able to match it to the bank feed transaction. The steps are:

  1. Find the payment transaction in your bank feed.
  2. Click on the transaction to expand the view, then select Find Match.
  3. In the Show drop-down menu, select All or Bill payments.
  4. Tick the box next to the bill payment that was created previously. It'll show the total amount including the overpayment.
  5. Click Save.

The overpayment will now be matched to the bank transaction, and a $2,000 credit will show under that particular supplier. You can find more information about bills and matching transactions from the following Community articles:

Please let me know if you have any other questions!

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