When I try to match sales receipts to bank deposits, not all sales receipts show up. Each deposit has different available receipts and they are not always the correct.

Welcome to the QuickBooks family, @dane3.

I can share some clarification about matching transactions in bank feeds.

The sales receipts will only show up in the Match transactions section if you deposit them to the Undeposited Funds account. I recommend reviewing your sales transactions and ensure a bank account isn't selected.

Check out the sample screenshots below:

Additionally, I recommend the following resources, which contains information about matching transactions and customizing transactions in QuickBooks:

• Categorize and match online bank transactions in QuickBooks Online
• Customize invoices, estimates, and sales receipts in QuickBooks Online

Please know that the Community has your back if you need assistance. Feel free to post a question, get answers, share tips, ideas, and more. Wishing you and your business continued success.

The Match list is driven by amount, so QuickBooks shows the Undeposited Funds receipts whose totals come closest to each bank deposit. If your bank deposits are lump sums made up of several receipts, no single receipt will equal the deposit, which is exactly why the one you need shows up under a different deposit rather than the right one. The fix is to group the receipts into a Bank Deposit that equals the bank amount first, then match to that deposit, not to the individual receipts.

1. Note how the money actually hit the bank

For each downloaded deposit, work out which sales receipts were deposited together to make up that exact amount (your deposit slip is the reference). Your receipts are already in Undeposited Funds, which is correct, that's the holding spot they need to be in before you group them.

2. Group the receipts into a Bank Deposit that matches the bank amount

1. Select + New, then Bank deposit.
2. From the Account dropdown, choose the bank account the money went into (the same account as the bank feed).
3. Check each sales receipt that makes up that real-world deposit so the selected total equals the bank amount.
4. If the deposit came in net of processing fees, scroll to Add funds to this deposit, choose your fees expense account, and enter the fee as a negative amount so the total matches what the bank actually received.
5. Select Save and close. Make one deposit per real deposit slip.

3. Match the downloaded deposit to the Bank Deposit

1. Go to Transactions, then Bank transactions.
2. Find the downloaded deposit and select Find match.
3. Select the Bank Deposit you just created. Because its total equals the bank amount, it matches cleanly.

If a deposit really is a single receipt and still won't appear

When one bank deposit should equal one sales receipt but the receipt isn't listed, check these:

• Amount: the receipt total must equal the bank amount. A processing fee makes them differ, so handle it with the negative fee line above.
• Already deposited: if the receipt was already included in another Bank Deposit, it leaves Undeposited Funds and won't show. Open it and confirm it's still in Undeposited Funds.
• Date range and filter: in the match window, widen the date range and set Show to All or Sales receipts. Very old items (roughly 90+ days) may fall outside the default window.
• Same account: confirm the Bank Deposit posts to the same bank account as the downloaded transaction.