Deposit

Manage and Troubleshoot Bank Deposits

This guide covers how to handle split deposits, locate transactions in your register, and correct account type issues in QuickBooks Online.

Allocate a single deposit to multiple revenue accounts

If you receive a customer payment that needs to be split across multiple income accounts, use the Undeposited Funds workflow to keep your bank records accurate.

1. Create the Sales Receipt or Invoice:
   • Select + New and choose Sales Receipt or Invoice.
   • Add separate line items for each portion of the payment.
   • Ensure each line item is linked to the correct specific Income Account.
2. Receive Payment:
   • If you created an Invoice, receive the payment and ensure it is deposited to Undeposited Funds.
3. Make the Deposit:
   • Go to + New > Bank Deposit.
   • Select the payments in the “Select the payments included in this deposit” section.
   • Verify the total matches the physical bank deposit slip.
   • Select the correct Bank Account and save.

This method records the detailed income split in your books while showing a single, matching total deposit in your bank feed.

Find missing deposits in the register

If you open your bank register and do not see expected deposits, check your sorting options. QuickBooks Online allows you to customize the view, which can sometimes hide transactions based on the sort order.

1. Go to Settings (gear icon) and select Chart of Accounts.
2. Locate the bank account and select View register (or Account history).
3. Look at the bottom left of the register window.
4. Check the Sort by option. The default is usually “Date, Type, Number/Ref.”
5. If it is set to “Number/Ref,” deposits may appear at the very top or bottom of the list depending on their numbering. Change the sort back to Date to view transactions chronologically.

View sub-account deposits in the parent register

QuickBooks Online automatically includes transactions from sub-accounts in the parent account register. This is a “virtual view” that aggregates all activity.

If you are viewing the parent account register and do not see a deposit posted to a sub-account, verify the Sort by setting (as described above). The transaction is there, but the current sorting may be moving it out of your visible range.

Delete a deposit

If you need to remove a deposit entry, follow these steps:

1. Go to Settings > Chart of Accounts.
2. Find the appropriate bank account and select View register.
3. Scroll or use the filter arrows to locate the deposit.
4. Select the deposit line to open it.
5. Click Delete (or More > Delete).
6. Confirm the deletion.

Note: Always verify your bank feed reconciliation after deleting a transaction to ensure your records match your actual bank statement.

Fix reports showing income instead of expenses

If your deposits are appearing on expense reports or expense data is missing, you may have a structural error in your Chart of Accounts.

Check for accounts where a sub-account has a different type than its parent. For example, an Expense sub-account nested under an Income parent account will cause reporting errors.

1. Go to Settings > Chart of Accounts.
2. Review your account hierarchy.
3. Look for any sub-account (indented with a small arrow) that has a Type (e.g., Expense) that differs from the parent account above it (e.g., Income).
4. If you find a mismatch, edit the sub-account and move it out to the parent level or change its type to match the parent.

Correcting these account types ensures your Profit and Loss reports categorize income and expenses accurately.