After you download transactions, you need to match them to the ones in QuickBooks. Why?
To do this task
Open the Add Transactions to QuickBooks window.
QuickBooks tries to match downloaded transactions to any entries in your register automatically. If a match can't be found, QuickBooks tries to create register transactions using renaming rules. You can review the matches before adding them to the register.
What does QuickBooks look at to make a match?
To make a match, QuickBooks looks at the:
Check numbers. If these match, the transactions may match.
Amounts. If the amounts are the same, the transactions may match.
Dates. If the transaction was recorded in QuickBooks within a few days of it clearing the bank, the transactions may match.
Payees. If the payees are the same or if the payee in the downloaded transaction has a renaming rule to a name in QuickBooks, the transactions may match.
Payee renaming lets QuickBooks automatically convert a downloaded transaction's payee name into the customer or vendor name you use in QuickBooks because your financial institution probably won't call a customer or vendor by the exact same name that you do. This feature is available for online banking or online vendor payment.
Aliases let QuickBooks automatically convert a downloaded transaction's payee name into the customer or vendor name you use in QuickBooks because your financial institution probably won't call a customer or vendor by the exact same name that you do. This feature is available for online banking or online vendor payment.
For example, you might have a vendor called "The Bike Barn" in QuickBooks. But when you download transactions, your financial institution might call the same vendor "BikeBarn." You can create an alias to link the name, or part of a name, that appears in statements with the one you have in QuickBooks. Then QuickBooks can create new transactions in QuickBooks accurately, preventing incorrect duplicate entries in your books.
Downloaded transactions that correspond to a transaction in this account in QuickBooks are marked as matched. If QuickBooks can't find a matching transaction in the register, the transaction stays marked as unmatched.
Correcting an unmatched transaction
Review the status that QuickBooks assigned to each transaction and decide what to do:
Note: Click Show to view new or matched transactions in the list; click Hide if you don't want to view them in the list.
Click Add Multiple to add multiple matched and new transactions to your register.
Click a matched or renamed transaction, and then click Confirm This Match (matched) or Add to QuickBooks (renamed) to add just that transaction to your register.
Click an unmatched transaction, then create QuickBooks matching transactions in the right pane, and then click Add to QuickBooks to add that transaction to your register.
For Money In transactions:
Record a deposit, credit card payment/credit, or current liability payment
Manually match to a QuickBooks transaction
For Money Out transactions:
Record an expense, credit card charge, or current liability charge
Record a bill payment
Alternatively, you can open and go to your register, invoice, payment and other windows and create new transactions that match downloaded ones. When you return to the Add Transactions to QuickBooks window, the new transactions should automatically match the downloaded ones. You can then verify the match.
If you go to another window from the Add Transactions to QuickBooks window and you have made changes in the right pane, you will lose those changes.
When all downloaded transactions are matched and added to QuickBooks, the number to review in the Items Received section of the Online Banking Center is zero (0).
I added a transaction to the register. Why won't it match a downloaded one?
Undo matches that QuickBooks made
Add multiple matches to QuickBooks
Handle a bank error
Mark a matched transaction as cleared (reconcile)
About the Add Transactions to QuickBooks window