Solved

How do I fix a reconciliation discrepancy caused by deleted or modified transactions in QuickBooks Online?

Forum|Forum|2 years ago
January 31, 2024
4 replies
62 views

After I had reconciled my accounts for 2023, I realized that two transactions were entered incorrectly. The first was a refund from an overpayment from a customer, the second was a mis-categorization of a check written for a partner. Once I changed these, the original reconciled transactions were deleted and now before I can do the January 24 reconciliation, I have an error in the amount of those two deleted transactions. How can get back to the $0 amount? I've tried to follow the examples, but none seem to match what I did and how I can't fix it to get a difference of $0. HELP!

QuickBooks Online

Best answer by sofiamdc-2341

When a reconciled transaction is edited or deleted in QuickBooks Online, it throws off the beginning balance for your next reconciliation. The fix is to use the Reconcile Discrepancy Report to find what changed, re-enter any missing transactions with the right details, and mark them as reconciled — bringing your discrepancy back to $0 so you can move forward.

Step 1: Open the Reconcile Discrepancy Report

Go to All apps, then Accounting, then Reconcile.
Select the bank account you're trying to reconcile from the dropdown.
If your beginning balance is off, you'll see an alert: "Your account isn't ready to reconcile yet. Your beginning balance is off by..."
Select We can help you fix it to open the Reconcile Discrepancy Report.

Make a note of the exact dollar amount your balance is off by before you start — the changes you find should add up to that amount.

Step 2: Review what changed

The report lists every transaction that was edited, deleted, or voided since your last reconciliation. For each item:

Check the What happened column to see whether the transaction was deleted, modified, or voided, and when.
Select Review in tray for the full details.
For a complete change history, select the dropdown next to Review in tray, then View History.

Step 3: Re-enter the deleted transactions

Since the original transactions were deleted when you made corrections, you'll need to re-enter them with the right details. Once you've done that, mark each one as reconciled so QuickBooks knows they belong to the 2023 period you already closed:

Go to All apps, then Accounting, then Chart of accounts.
Find the bank account and select View register.
Locate each re-entered transaction.
Click in the checkmark column until it shows an R (reconciled).
Select Save.

This brings those transactions back into your completed 2023 reconciliation without reopening the whole period.

Step 4: Confirm the discrepancy is cleared

When you've resolved all the flagged changes, the Total discrepancy difference in the Reconcile Discrepancy Report will show $0.00. Your beginning balance now matches your bank statement, and you're ready to start reconciling January 2024.

Option: Undo the entire reconciliation (accountant access required)

If there are more changes than expected and starting fresh feels easier, your accountant can undo the entire 2023 reconciliation from QuickBooks Online Accountant. This option isn't available in a standard QuickBooks Online account — it requires accountant access to your company file.

Important: undoing a reconciliation permanently deletes any attachments and reports associated with it, so your accountant should download those first.

Once the reconciliation is undone, you'd re-reconcile the account with the correct transactions already in place. Here's how your accountant would do it:

Open your company file from QuickBooks Online Accountant.
Go to Accounting, then Reconcile, then History by account.
Select the account and date range, then find the 2023 reconciliation.
In the Action column, select the dropdown, then Undo.
Select Yes, then Undo to confirm.

For a step-by-step walkthrough of either path, these official QuickBooks articles have you covered:

If anything looks off after working through these steps, drop a reply with more details and we'll help you track it down.

C

ChristineJoieR

QuickBooks Team

It sounds like you're facing a reconciliation issue in your accounting records, ATestaPBC. When you modify or delete reconciled transactions, it can indeed cause discrepancies in your reconciliation. Let me help you fix this.

First, review the changes you made to the transactions. Ensure that the modifications accurately reflect the actual transactions and that they are now correctly categorized. You can also refer to your bank statement so you can identify duplicate transactions.

If you want to make corrections, review each transaction in the report one at a time by running the reconciliation discrepancy report. Use it to decide if and how to make changes by selecting the View and then Change Type.

Nonetheless, if you need to remove duplicate transactions, we can undo reconciled transactions at a time, by clicking the R status. through this, the transaction will be removed from the reconciliation page. Once done, you need to reconcile your account again.

Follow the steps below:

Go to the Gear menu and click Chart Of Accounts.
Choose the bank account you want to un-reconcile and click the blue View Register hyperlink on that row.
Find and select the transaction you need to unreconciled.
Look in the column just to the right of the Deposit column. This column is the Reconciliation Status column.
To undo the reconciliation of this transaction, click the R (for reconciled) until the field is blank.
Click the green Save button.
Now find and select the transaction.
Click the blank or C (for Cleared) to R (Reconcile).
Click the green Save button.

Moreover, if you will need an easy way to undo the reconciliation and change the year date if you have already concluded the process, only QuickBooks Online Accountant has the Undo feature. I would advise bringing your accountant in to undo the whole reconciliation period.

Here's how:

Click the Gear icon in the upper right corner, and select Manage Users.
Go to the Accounting Firms tab, enter the accountant's email, and click the Invite button.
Hit Save.
Once invited, have your accountant undo the whole reconciliation.

If you run into any mistakes when reconciling your accounts, the article will show you how to repair them: Fix issues at the end of a reconciliation in QuickBooks Online.

If you're still unable to resolve the issue, it may be beneficial to seek assistance from a professional accountant or bookkeeper who is familiar with QuickBooks Online. They can provide personalized guidance based on the specific details of your situation.

Remember to keep a record of all the changes you make to your accounts for future reference and auditing purposes. If you have specific questions or need further assistance, feel free to provide more details, and I can offer more tailored advice.

A

ATestaPBCAuthor

Thank you I was able to correct the deleted transactions.

A

AbegailS_

Level 6

Thanks for getting back, @ATestaPBC.

I'm glad to hear that the steps provided by the previous representative helped correct the deleted transactions. Thank you for acknowledging their assistance. If you have any further questions or need any more help, please don't hesitate to reach out. We're here to support you!

sofiamdc-2341

Answer

Community Manager

When a reconciled transaction is edited or deleted in QuickBooks Online, it throws off the beginning balance for your next reconciliation. The fix is to use the Reconcile Discrepancy Report to find what changed, re-enter any missing transactions with the right details, and mark them as reconciled — bringing your discrepancy back to $0 so you can move forward.

Step 1: Open the Reconcile Discrepancy Report

Go to All apps, then Accounting, then Reconcile.
Select the bank account you're trying to reconcile from the dropdown.
If your beginning balance is off, you'll see an alert: "Your account isn't ready to reconcile yet. Your beginning balance is off by..."
Select We can help you fix it to open the Reconcile Discrepancy Report.

Make a note of the exact dollar amount your balance is off by before you start — the changes you find should add up to that amount.

Step 2: Review what changed

The report lists every transaction that was edited, deleted, or voided since your last reconciliation. For each item:

Check the What happened column to see whether the transaction was deleted, modified, or voided, and when.
Select Review in tray for the full details.
For a complete change history, select the dropdown next to Review in tray, then View History.

Step 3: Re-enter the deleted transactions

Since the original transactions were deleted when you made corrections, you'll need to re-enter them with the right details. Once you've done that, mark each one as reconciled so QuickBooks knows they belong to the 2023 period you already closed:

Go to All apps, then Accounting, then Chart of accounts.
Find the bank account and select View register.
Locate each re-entered transaction.
Click in the checkmark column until it shows an R (reconciled).
Select Save.

This brings those transactions back into your completed 2023 reconciliation without reopening the whole period.

Step 4: Confirm the discrepancy is cleared

When you've resolved all the flagged changes, the Total discrepancy difference in the Reconcile Discrepancy Report will show $0.00. Your beginning balance now matches your bank statement, and you're ready to start reconciling January 2024.

Option: Undo the entire reconciliation (accountant access required)

If there are more changes than expected and starting fresh feels easier, your accountant can undo the entire 2023 reconciliation from QuickBooks Online Accountant. This option isn't available in a standard QuickBooks Online account — it requires accountant access to your company file.

Important: undoing a reconciliation permanently deletes any attachments and reports associated with it, so your accountant should download those first.

Once the reconciliation is undone, you'd re-reconcile the account with the correct transactions already in place. Here's how your accountant would do it:

Open your company file from QuickBooks Online Accountant.
Go to Accounting, then Reconcile, then History by account.
Select the account and date range, then find the 2023 reconciliation.
In the Action column, select the dropdown, then Undo.
Select Yes, then Undo to confirm.

For a step-by-step walkthrough of either path, these official QuickBooks articles have you covered:

If anything looks off after working through these steps, drop a reply with more details and we'll help you track it down.

Step 1: Open the Reconcile Discrepancy Report

Step 2: Review what changed

Step 3: Re-enter the deleted transactions

Step 4: Confirm the discrepancy is cleared

Option: Undo the entire reconciliation (accountant access required)

Step 1: Open the Reconcile Discrepancy Report

Step 2: Review what changed

Step 3: Re-enter the deleted transactions

Step 4: Confirm the discrepancy is cleared

Option: Undo the entire reconciliation (accountant access required)

Sign up

Login with SSO

Let's get you signed in

Login with SSO