Use Undeposited Funds Account to Receive Payments in QuickBooks Online

by James Antonio

The undeposited funds’ account is an account that maintains a proper record of all the payments in QuickBooks, till the time you deposit the same amount in your real-life bank account. It is the normal routine of the banks to merge all the payments a customer has deposited in one transaction.

Once all the deposit slips are available to you and you are aware of the payments that bank has combined, you can perform the same thing in QuickBooks.

Read on to know about the use of Undeposited funds to get payments in QuickBooks Online in detail and boost your business process like never before. No more lagging behind due to lack of funds.

Here is what you need to know.

What is using Undeposited Funds to get Payments in QuickBooks Online is all about?

There is no doubt on the credibility of QuickBooks software by Intuit. Undeposited funds in QuickBooks online perform a special function for businesses. It serves as a temporary account that is being used by the QuickBooks software to hold the payments that are acquired from the invoices before the particular user deposits them into any bank account. This is an important aspect of QuickBooks, and business owners heavily rely on it.

If you are one of those specific users who likely import payment data from specific external services, and does not process the transactions through QuickBooks payments, then this article is for you and you leverage from it, making maximum gains.

As per business experts, such users are not allowed to deposit funds directly into the undeposited funds’ account. The reason behind this is that it is just a temporary account and not a permanent one. A temporary account signifies that the user can add funds in one transaction, only when the user takes the deposits to specific bank accounts.

Why do you need to use Undeposited Funds to get Payments in QuickBooks Online?

The undeposited fund account is like other current asset accounts, which are created by QuickBooks to store the funds till the time you are ready to deposit them.

It is similar to short-term accounts or a type of lock where the payments are held till the time they are taken to a bank. The moment you get funds from an invoice, the particular undefined account works as a default deposit account and uses the invoice or payment item or adds a sales receipt.

This particular account is brought into existence to operate with bank deposit and receive payments features of the invoicing process. In simple words, if your particular bank has added a set of payments as single individual deposits, the same should be done in QuickBooks.

Such users are expected to make the most of the undeposited fund account if the company accepts the transactions throughout the day by cash or cheque and then deposits them into bank accounts in a single attempt. Certain companies which accept credit or debit cards as the payment option, they deposit no more than one transaction at a time directly to the bank account. Other online payments typically do not use the Undeposited Funds account.

How to use Undeposited Funds to get Payments in QuickBooks Online?

When you first file a sales receipt or get your invoice payment, your particular undefined fund account is fixed as your default deposit account. However, it is always recommended to cross-check the Deposit account once, prior to conducting any transaction.

Here are the steps:

Step 1: After you are paid for the invoice and you are getting payments, choose the plus icon and select the payment which you have received.

Step 2: From the particular drop-down menu, select the customer.

Step 3: Then, select the Payment method and then verify the received money.

Step 4: You can also alter this amount to deposit before putting it in the bank by choosing a different account from the particular drop-down menu, however, do remember that this will be of use when the bank has a deposit facility.

Step 5: If you wish to deposit one single payment right away to your checking account, then the invoices are properly processed and your task is over here.

Step 6: Once you have received the payment in your undeposited fund account, you are required to put the money in the particular bank and then close the account for good.

Hope the information mentioned above will help you significantly to understand about undeposited funds account. This article will also make you understand how to use the undeposited funds account in QuickBooks Online to get payments.


How QuickBooks match your Particular Bank records always?

When you have a particular deposit slip, you can mix the payments from Undeposited Funds into one single record. This is how QuickBooks matches all your bank records.

How QuickBooks Download your Transactions?

QuickBooks automatically downloads all the transactions of your bank account, once you connect your credit card and bank accounts. You are not required to mix your downloaded transactions or use Undeposited Funds because that information is already available with the bank.

Where all the Payments in the Undeposited Funds account appears?

When you have a deposit slip with you, you can record any bank deposit and mix the payments in QuickBooks. All the payments in the Undeposited Funds account appear in the particular Bank Deposit Window.

Features of Dancing Numbers for QuickBooks Desktop

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Customization

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Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

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Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


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Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


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How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

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Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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