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How to Use Undeposited Funds in QuickBooks Online

The purpose of the undeposited funds account is to help you record which client paid against which invoice, especially when money is being deposited in bulk. When you put money in the bank, you often deposit several payments at once. For example, let’s say you deposit five US $100 checks from different customers into your real-life checking account. Your bank records all five checks as one US $500 deposit. So, you need to combine your five separate US $100 records in QuickBooks to match what your bank shows as one US $500 deposit.

  1. However, posting each payment in a deposit individually to the bank account will make it more difficult for you to reconcile your bank statements each month, making it harder to detect accounting errors and possible fraud.
  2. If done properly, the Undeposited Funds balance will zero out to reflect that you no longer have a stack of checks in your possession.
  3. If you apply client B’s payment to client A’s account, client B is going to have a fit.
  4. Those transactions could result in your sanity going right out the window—along with your ability to file an accurate tax return.
  5. You must ensure that every valuable penny earned from your hard work has been collected, and nothing more.

If you don’t primarily get paid by check or cash, a key way to avoid dealing with this special account is by connecting your bank and credit card accounts so that all transactions are automatically downloaded by QuickBooks. Some QuickBooks Online users prefer to post payments straight to their bank accounts rather than using the Undeposited Funds account. However, posting each payment in a deposit individually to the bank account will make it more difficult for you to reconcile your bank statements each month, making it harder to detect accounting errors and possible fraud. When used correctly, the Undeposited Funds feature can simplify how you record customer payments and reconcile bank deposits that are comprised of multiple customer checks. It’s not an actual bank accounts which is why there’s no option to reconcile it in Total Office Manager.

Review your deposits to verify that the amounts recorded accurately reflect the total funds you deposited into your bank account. This will help catch errors and discrepancies and ensure a more efficient bank reconciliation. To do this, click Reports in the left menu bar and then select Deposit detail under the Sales and customers section, as shown below. This feature can be changed again at any time in the future. Undeposited funds are like a big bag of money or cash drawer that you would keep your checks and cash payments in until you deposit them at the bank.

Posting each payment to the Undeposited Funds account and then recording the deposit in QuickBooks Online allows you to do this. If you would rather have payments automatically post to a bank account than to an Undeposited Funds balance, turning off the feature is simple. QuickBooks doesn’t post these payments directly to your bank account because it knows there may be a delay before you deposit them. When they are deposited, QuickBooks allows you to pull them together into a single cash deposit on your bank register. To begin, you need to ensure that the undeposited funds account is enabled in QuickBooks.

Looking for intuitive and simple workflows to satisfy your accounting needs? FreshBooks is made with small business owners and freelancers in mind. You don’t need to do this if you’re downloading transactions directly from your bank.

Again, make sure you are selecting Undeposited Funds from the “Deposit To” drop-down menu, and save the transaction. This may influence which products we review and write about (and where those products appear on the site), but it in no way affects our recommendations or advice, which are grounded in making payments late payments and filing extensions thousands of hours of research. Our partners cannot pay us to guarantee favorable reviews of their products or services. When you use the Group With Other Undeposited Funds option, you are using this feature. The Group With Other Undeposited Funds option is found in the Deposit To selection list.

Processing Sales Receipts

You may have selected “Group with Other Undeposited Funds” on a Sales Receipt. Another way is to create a giant deposit with a negative amount and the correct income account. However, I still recommend reaching out to your accountant so you’ll be notified on the possible effects when using this process. Other than that, they can also suggest other options and guide you on what to do.

Most QuickBooks Online users find it easier to always post to the Undeposited Funds account first, and then enter the deposit into QuickBooks Online separately. Doing this does result in an additional step, but memorizing one way of recording payments is easier than having to remember multiple processes. In certain cases, you would receive money from your customers which needs to be deposited into bank accounts. The Undeposited Funds account is used to track and record such amounts. Using your deposit slip as a reference, combine the check and cash payments with a bank deposit.

How To Manage QuickBooks Online Bank Feeds

Don’t make the mistake of following the steps above and then forget to group your payments when you make your deposit. If you do this, you’ll end up showing your income as double, which of course, can cause problems for you and your company’s books. To see if this has occurred, check the balance in the undeposited funds account against the balance sheet report.

Deleting a Bank Deposit

Verify that the total on your bank deposit screen matches the total deposit on your physical deposit slip. Once done, click Save and close or Save and new to complete the deposit. Record the payment received from your customer and place it into the Undeposited Funds account.

You have already received the money, but it hasn’t been deposited in your account yet. This is the best way to record payments that have not yet been taken to the bank. In the above scenarios, you’ll likely find the transaction in the undeposited funds account. So be sure to double-check that you properly complete the bank reconciliation to clear the balance. First, reconcile your bank accounts to make sure you have recorded all the deposits you have made.

We once worked with a law office that was doing about $5 million in annual revenue, with a client set up on a retainer fee of $850,000. That $850,000 retainer was marked in the books both against the retainer and against undeposited funds. The result was that the undeposited funds made its way onto the balance sheet as a part of their cash assets. Tax time came along, and because of a bookkeeping error, the total revenue of the business was inflated by $850,000! Therefore, this simple error required the business to pay taxes on $850,000 of additional income that had never been received.

If you try to do so, QuickBooks Online will just create a new Undeposited Funds account for you. You’ll also notice that when you click on the deposit, it expands and you can choose to edit. This is the convenience of this special account I know you’ll learn to love. The importance of this step becomes even more apparent in the next screenshot. As we know, reconciling is an integral part of your books and keeping them accurate. When it comes time to reconcile an account, you have your bank statement in one hand and QuickBooks Online in another.

Select all the payments you will include in the deposit, making sure the amount you record in QuickBooks Online matches the amount on your bank deposit slip. Also, be sure you are posting the deposit to the correct account — in this case, checking — and that the date on the transaction is the date you will take the deposit to the bank. As you can see above, my reconcile screen shows one deposit for those three payments and makes it easy for me to match with my bank.

The payment will automatically go back to the Undeposited Funds account. If you have checks to deposit that didn’t come through the normal invoicing and sales receipt process, you can add those checks in the Add funds to deposit section. The problem occurs when the money is entered one day and the deposit is made on a different day. During the interim, the amount will be in undeposited funds. To correct the situation, the deposit date should be changed to agree with the received payment, resulting in a deposit in transit on the bank reconciliation. If you’re depositing your checks one at a time, which is often the case for smaller businesses, you have to keep careful track of each and every deposit.

How To Transfer Funds Between Bank Accounts in QuickBooks Online

This post will help you understand the purpose of an undeposited funds account, how to clear it, and how to avoid having payments automatically posted to this account. Head over to the plus sign icon + and select Receive Payment. Choose your customer from the drop-down menu and their open invoice will automatically show up on the list. Choose your payment method and verify the amount received.

It is, however, useful for businesses that frequently get paid by check or cash and physically deposit the money to the bank instead of using mobile check deposits. Use the Undeposited Funds account to hold invoice payments and sales receipts you want to combine. It’s like the lockbox (or drawer) you keep payments in before taking them to the bank. This two-step process ensures Total Office Manager always matches your bank records.

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