Duplicate deposits in QuickBooks Online: how to find and fix them before month-end

• A payment was recorded against an invoice and deposited, then the bank feed's copy of the same deposit was added as new income instead of matched to it.
• The bank connection was reset or reconnected and downloaded a date range that had already come in.
• A bank file was uploaded by hand for a period the feed had already covered.
• The same sale was entered twice in different ways, for example as a sales receipt and as a deposit.

1. Open the bank account's register for the period and sort by amount. Duplicates sit side by side with the same amount on or near the same date.
2. Compare deposits in the books with deposits on the bank statement. Two book entries against one bank line is the duplicate.
3. Check transactions still waiting for review in the bank feed. A deposit there that matches one already recorded should be matched, not added.
4. If the account won't reconcile and the difference equals a deposit amount, look for that amount recorded twice first.

1. Decide which entry to keep: the one linked to the customer payment, invoice or deposit you made, not the stand-alone copy the feed added.
2. If the feed copy was added as new income, undo it from the reviewed transactions and match it to the existing deposit instead.
3. If it's still waiting for review, match it to the existing deposit. If the feed downloaded the same deposit twice, exclude the extra copy.
4. If the duplicate is a separate entry you created, delete or void it. Check first that it isn't part of a period that's already reconciled, because changing a reconciled transaction changes that reconciliation.
5. Re-run the reconciliation and confirm the difference is zero.

• Match feed transactions to existing entries before adding new ones.
• When you reconnect a bank feed or upload a file, check the date range against what's already in the books.
• Reconcile every month, so a duplicate is caught while it's one transaction, not a quarter's worth.

Clearing reconciles a bank export against a ledger export on your computer and lists the exceptions: amount mismatches, missing items, duplicates and timing differences. It's built for splits, partial matches, timing differences and duplicates, and nothing clears until you approve it, so a duplicate shows up in the exceptions before the period is signed off.

Clearing doesn't change QuickBooks Online. You export from your books, reconcile in Clearing, and make the fix in QuickBooks Online; live two-way QuickBooks Online and Xero sync is not shipped.

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