Editing

Edit transactions and forms in QuickBooks Online

We understand that sometimes you need to change information after a transaction has been entered. QuickBooks Online offers several ways to edit forms, correct banking data, and manage payments.

Customize receipt templates

If you need to add more information to a sales receipt than the standard “Customer message” field allows, you can use the layout designer.

• Use the Customer message field for standard notes or terms.
• For longer messages or additional details, add a text box directly within the layout designer. This allows you to place custom text anywhere on the receipt form.

Edit downloaded banking transactions

When you connect your bank or credit card accounts, QuickBooks Online automatically downloads transactions. We analyze the data to suggest categories, payees, and matches.

To review and edit downloaded transactions:

1. Go to Transactions and select Banking.
2. Click anywhere within the row of the transaction you want to review.
3. Review the details in the Description column to identify the transaction type.
4. Check if QuickBooks has suggested a matching customer or vendor name.
5. Edit the category, payee, or other details as needed before selecting Add or Match.

Correct a payment applied to the wrong invoice

If you deposited a payment against the wrong customer invoice, you can correct this using a journal entry to transfer the amount between customers.

1. Go to the + New button and select Journal entry.
2. Line 1:
   • Account: Select Accounts Receivable (A/R).
   • Debit: Enter the amount you wish to transfer from the incorrect customer.
   • Name: Select the incorrect customer.
3. Line 2:
   • Account: Select Accounts Receivable (A/R).
   • Credit: Enter the same amount.
   • Name: Select the correct customer.
4. Select Save.
5. Go to the + New button and select Receive payment.
6. Select the correct customer. You will see the journal entry listed with the open balance amount.
7. Select the radio button for the journal entry to apply the credit and select Save.

Edit a payment or sales receipt in a deposit

In QuickBooks Online, you cannot edit a payment or sales receipt that is already part of a deposit. To make changes, you must temporarily remove it from the deposit, edit the form, and then add it back.

1. Select the Gear icon, then Chart of Accounts.
2. Find the account where the deposit is located and select View register.
3. Locate the deposit containing the incorrect payment or sales receipt.
   • Note: Make a note of the total deposit amount and check if there is an R in the Reconcile (R) column.
4. Click the deposit line to select it, then select Edit.
5. Uncheck the box next to the payment or sales receipt you need to modify to remove it from the deposit.
6. Select Save.
7. Now, locate and open the original payment or sales receipt to make your necessary edits.
8. Return to the deposit (via the Chart of Account register or the Sales screen) and add the edited payment back into the original deposit.

Troubleshoot employee bank account errors

If you are editing an employee in QuickBooks Online Payroll and receive the error: “Both bank account numbers cannot be the same!”, we are aware of an issue affecting a small percentage of users.

Our engineering team is actively investigating the root cause. If you encounter this specific error, please check the Intuit product status page or contact support for the latest updates on a resolution.