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K
KJS
May 21, 2026
Question

Don't know how to code group deposit QB online

  • May 21, 2026
  • 1 reply
  • 18 views

Hi everyone,

 

Just migrated to QB online after over 20 years on Desktop Pro.  Not liking it all!  I am not an accountant or book keeper.  I am a small business owner trying to do my best to keep my books straight in the migration.  Here's what's going on ....

 

If I can explain what I used to do in QB Desktop.  I accept 3 separate credit card payments from 3 clients.  I accept each payment & deposit it to a holding account.  I accept the actual payments via separate credit card processing software.  The following morning I get notice from the credit card processor all cards have been successfully charged & the funds have been deposited in my business account.  So 1 deposit for 3 separate customer payments.  I then enter a transfer entry to clear the holding account & match the deposit to the bank for reconcile.  As an aside; the payments are rental payments & belong to clients of mine.  So they are 'other current liability items'.  It is not my money or my income.

 

Now I'm on QB online I've linked to my bank account.  QB online is flagging a deposit that needs categorizing as it doesn't match anything in QB.  It won't as it's 3 separate payments from 3 different customers.  When I check the 3 individual payments they are currently showing in accounts receivable + other current liability so they are 'in the system' so to speak.

 

What I am concerned about is how do I post this deposit?  QB is currently flagging it as income which it is not.  It's a liability.  Where do I post/categorize this deposit so it's not counted twice in my accounts?  That is my concern.

 

Sorry for the long explanation.  I'm just stressing out I'm going to completely screw up my income & expenses if I get this all wrong!  Thank you for anyone who can help!

1 reply

J
Janiqueca_TQuickBooks Team
QuickBooks Team
May 21, 2026

I understand how important it is to keep your transactions accurately categorized. The bank feed is showing a lump deposit and flagging it because QBO doesn't automatically recognize that it's made up of your 3 separate client payments already in the system. The good news is you're thinking about this exactly right.

 

When you recorded each of the payments using Receive Payment, the Deposit To field should have been set to Undeposited Funds. This is QBO's equivalent of the holding account you used in Desktop; it holds individual payments until you're ready to group them into one deposit.

 

To check, open each of the 3 payments and look at the Deposit To field. If any of them show a bank account instead of Undeposited Funds, edit that field and save. Once all payments are sitting in the right account, you can now group those payments:

 

  1. Select +Create, then click Bank deposit.
  2. In the Account dropdown at the top, select your business checking account.
  3. Check all 3 payments in the Select the payments included in this deposit section.
  4. Confirm that the total matches your bank deposit amount, then Save and close.

 

Ensure these client rental payments aren't incorrectly recorded as your income by opening each of the 3 transactions and verifying the line item is mapped to your Other Current Liability account.

 

If you need more guidance, check out this article: Record and make bank deposits in QuickBooks Online.

 

Once completed, your deposit will be recorded correctly and cleared from the bank feed without being double-counted. If you need one-on-one help, our Intuit Expert Assisted team is here for you.

 

Should you have any questions or clarification, please let us know below. We’re here to help.

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