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.

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