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Why does QuickBooks Online show duplicate deposits in my register, and how do I fix and prevent them?

Forum|Forum|5 years ago
November 5, 2020
16 replies
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For the past few months, I've found 1-3 deposit entries in our check register that are duplicated. I'm sure I didn't enter these deposits twice. I'd like to know a) why this is happening, and b) how to prevent it. Thanks for any leads.

QuickBooks Online

Best answer by Emma_P

Duplicate deposits almost always mean the same money is entering QuickBooks through two paths at once, so the fix depends on which two paths overlap. The most common causes are a bank-feed transaction that was added instead of matched, QuickBooks Payments (Merchant) deposits plus the bank feed both recording the same money, or a connected app syncing a deposit the bank feed also brings in. Start by finding where each duplicate came from, then apply the matching fix.

Step 1: Find where the duplicates came from

Select Settings, then Audit log, and filter by date and event to see who or what created each entry. See Use the audit log in QuickBooks Online.
Run a Deposit Detail report (Reports, then search Deposit Detail) to list every deposit for the period and spot the pairs.

If it's the bank feed (added instead of matched)

Go to All apps, then Accounting, then Bank transactions, and open the Categorized tab.
Select the duplicate that was added, then select Undo to send it back to For review.
This time match it to your existing deposit instead of adding it. See Categorize online bank transactions in QuickBooks Online.

If you use QuickBooks Payments (Merchant Services) and a connected bank

Recording Merchant Service Deposits while also reconciling the same deposits through the bank feed will duplicate them. Pick one method for reconciling deposits and stick with it. Full guidance: Resolve duplicate merchant service deposits. Note: this article covers both QuickBooks Online and QuickBooks Desktop, so some of its troubleshooting steps further down the page won't apply if you're on Online.

If a connected app (like Jobber or Square) records deposits

The app creates the deposit and the bank feed brings in the same money. When the bank transaction appears, match it to the app's deposit rather than adding it, and review the app's sync settings so it isn't posting the same deposit twice.

If you don't download or use any integration

Use the Audit log to check whether the deposit was entered twice by hand. If nothing explains it and you use no bank feed, Merchant Services, or app sync, contact support so they can investigate: select Help, then Search, then Contact Us.

Remove a confirmed duplicate safely

Confirm which copy is already reconciled so you keep that one.
For a downloaded copy, undo and exclude it rather than deleting.
For an extra manual copy, open it and void or delete it, then re-check your reconciliation. See Void or delete transactions in QuickBooks Online.

If you are on QuickBooks Desktop

For duplicate checks with no download, update QuickBooks Desktop to the latest release, then run Verify Data and Rebuild Data from the File menu, then Utilities, to fix possible data damage.

Sources:

M

MirriamM

QuickBooks Team

Thanks for reaching out to the Community forum, mwilliams1. I'm here to lend a hand.

I have checked our records and haven't seen any the same reports coming from other users.

If those transactions downloaded on the Banking page, once it's added on the register, this will show in the Categorized tab. To remove duplicates, you can undo the transactions.

Here's how:

In the left menu, click Transactions or Banking.
Go to the Banking page, select the Categorized tab.
Select the checkboxes of the transactions that are showing duplicates.
Hit the Undo button.

Once done, the transaction will go back to the For review tab. And to avoid confusions when reviewing your data in the future, you can exclude what we have undone.

Select the checkboxes of the duplicate transactions.
Hit Exclude.

To avoid duplicates in the future, I recommend double-checking the transactions first before adding it to your register. You can take a look at this article for a guide when categorizing bank transactions: Categorize and match online bank transactions in QuickBooks Online.

Please let me know if you have any other issues or concerns by leaving a comment in this thread. I'm more than willing to assist. Have a great rest of the day!

M

mwilliams1Author

Thank you for your help and suggestions, MirriamM.

We don't download our banking transactions to QuickBooks, so that isn't causing the issue.

When I enter new deposits, I check the register to ensure I'm not entering anything twice. And yet, several times I've found duplicate deposit entries in QuickBooks, usually while reconciling the previous month's bank statement. It's only a few duplicate items, and I haven't found anything consistent about the duplications.

Yes, it could be human data entry error, but I was wondering if anyone else has reported similar issues and might be able to provide suggestions for preventing this (aside from downloading our transactions directly from the bank, which I'm certainly considering).

Thanks again,

Mark

DivinaMercy_N

Moderator

Thanks for getting back here, @mwilliams1.

May I know if you're using Merchant Services? Sometimes downloading entries from QuickBooks Merchant Service Deposits causes duplicates, below are the following causes:

You're already using QuickBooks Online Banking to reconcile bank deposits.
You're experiencing connectivity issues when communicating with our systems.

Using both systems can result in duplicates (QuickBooks Online Banking and Merchant Service). To prevent it, you have to choose which one to use in reconciling bank deposits. For more details, please see this link: Resolve duplicate merchant service deposits.

If you're having connectivity issues, the following are the reasons:

Are your add-on files corrupted? Possible corrupted QuickBooks add-on files can cause connectivity issues.
Is your system improperly configured for Merchant Services.
Bank account information changed during the download time period.

However, if you're not using Merchant Services and not manually importing transactions to QBO, I recommend contacting our technical support team. This way, they can further investigate what causes the odd behavior of the software and generate steps to fix it for you.

Let me walk you through the process:

Go to the Help icon located in the upper right-hand corner.
In the Help window, click the Contact Us button located at the bottom.
Enter your concern, and select Let's talk.
Choose Get a callback or Start a chat.

Also, you can run the Deposit Detail report to have a list of all the deposit transaction in a specific period. To do so, click the Reports menu and search for the Deposit Detail report. To filter specific details, you may select the Customize button when the report is opened.

You can always get back here if you have other concerns or questions about managing deposits in QBO. I'll be here to help you. Stay safe.

P

PMF

I am using QB desktop and I do not download anything. Yesterday I started to get duplicates of checks I wrote. I have used QB for over twenty years. There is definitely a malfunction with the software.

BettyJaneB

Level 9

Hi there, @PMF.

I'm here to lend a helping hand so you can get rid of the duplicate entries of your checks in QuickBooks Desktop.

Let's perform some troubleshooting steps to isolate this duplicate check behavior since you're not downloading any bank entries.

To begin with, make sure that your QuickBooks is updated to the latest release. This process keeps your software up-to-date, so you always have the latest features and fixes.

Here's how:

Go to the Help menu and select Update QuickBooks Desktop.
Go to the Update Now tab.
When the download finishes, restart QuickBooks.
When prompted, accept the option to install the new release.

You can also check out this link for more tips about updating the program: Update QuickBooks Desktop to the latest release.

If duplicate checks are still showing up, let's verify and rebuild your company file. This can help fix data-related issues.

To do that:

Go to the File menu.
Choose Utilities, then select Rebuild Data.
Select OK on the QuickBooks Information window.
Follow the prompt to save a backup.
When you see Rebuild has completed, click OK.

Once done, proceed with verifying your data:

Go to the File menu.
Choose Utilities, then select Verify Data.
If you see QuickBooks detected no problem with your data, click OK. You can continue using the company file.
If Verify finds an issue with your data, you’ll be prompted to Rebuild Now or View Errors.
Select Close.

For complete details about this process, please see this reference: Learn how to fix data damage on your QuickBooks Desktop company file.

Keep me posted on how things turn out or if you have any other questions with QuickBooks. I'd be pleased to assist you further, @PMF.

P

Patricia711

We are having this issue.

Remote deposited checks recorded in Jobber then duplicate in QB

What is causing this? We need to manually delete each duplicate.

G

Giovann_G

Moderator

Welcome to the Community space, Patricia711.

I'll need to gather more information to figure out what's causing the duplicates in QuickBooks Online. When you integrate Jobber with QuickBooks Online, you'll have complete control over which data is synced.

Could you please tell me if your bank or credit card account is linked to your QuickBooks Online account? If so, this could cause duplicate because QuickBooks will automatically download transactions from your bank or credit card account, which you may have then added.

It's also possible that you manually recorded the transaction in QuickBooks; let's look at the Audit log report to see what's causing this duplicate. This is where you can see all account's activities, such as new entries or changes.

Here's how:

Click the Gear icon.
Select Audit log.
Use the fields on the Filter panel to choose the appropriate User, Date, or Events filter to narrow the results.
Once done, hit Apply.

If you want to delete transactions in QuickBooks Online, you can also read this article for a complete guide: Void or delete transactions in QuickBooks Online.

I'll keep an eye on your response, don't hesitate to add any details below if you need further assistance with the duplicate transactions. I'll be here to help you.

Emma_P

Answer

Community Manager

Duplicate deposits almost always mean the same money is entering QuickBooks through two paths at once, so the fix depends on which two paths overlap. The most common causes are a bank-feed transaction that was added instead of matched, QuickBooks Payments (Merchant) deposits plus the bank feed both recording the same money, or a connected app syncing a deposit the bank feed also brings in. Start by finding where each duplicate came from, then apply the matching fix.

Step 1: Find where the duplicates came from

Select Settings, then Audit log, and filter by date and event to see who or what created each entry. See Use the audit log in QuickBooks Online.
Run a Deposit Detail report (Reports, then search Deposit Detail) to list every deposit for the period and spot the pairs.

If it's the bank feed (added instead of matched)

Go to All apps, then Accounting, then Bank transactions, and open the Categorized tab.
Select the duplicate that was added, then select Undo to send it back to For review.
This time match it to your existing deposit instead of adding it. See Categorize online bank transactions in QuickBooks Online.

If you use QuickBooks Payments (Merchant Services) and a connected bank

Recording Merchant Service Deposits while also reconciling the same deposits through the bank feed will duplicate them. Pick one method for reconciling deposits and stick with it. Full guidance: Resolve duplicate merchant service deposits. Note: this article covers both QuickBooks Online and QuickBooks Desktop, so some of its troubleshooting steps further down the page won't apply if you're on Online.

If a connected app (like Jobber or Square) records deposits

The app creates the deposit and the bank feed brings in the same money. When the bank transaction appears, match it to the app's deposit rather than adding it, and review the app's sync settings so it isn't posting the same deposit twice.

If you don't download or use any integration

Use the Audit log to check whether the deposit was entered twice by hand. If nothing explains it and you use no bank feed, Merchant Services, or app sync, contact support so they can investigate: select Help, then Search, then Contact Us.

Remove a confirmed duplicate safely

Confirm which copy is already reconciled so you keep that one.
For a downloaded copy, undo and exclude it rather than deleting.
For an extra manual copy, open it and void or delete it, then re-check your reconciliation. See Void or delete transactions in QuickBooks Online.

If you are on QuickBooks Desktop

For duplicate checks with no download, update QuickBooks Desktop to the latest release, then run Verify Data and Rebuild Data from the File menu, then Utilities, to fix possible data damage.

Sources:

Step 1: Find where the duplicates came from

If it's the bank feed (added instead of matched)

If you use QuickBooks Payments (Merchant Services) and a connected bank

If a connected app (like Jobber or Square) records deposits

If you don't download or use any integration

Remove a confirmed duplicate safely

If you are on QuickBooks Desktop

Step 1: Find where the duplicates came from

If it's the bank feed (added instead of matched)

If you use QuickBooks Payments (Merchant Services) and a connected bank

If a connected app (like Jobber or Square) records deposits

If you don't download or use any integration

Remove a confirmed duplicate safely

If you are on QuickBooks Desktop

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