How to Use Undeposited Funds in QuickBooks Online

Undeposited funds in QuickBooks is normal. Often funds are often in-transit for minimum a day, since when a customer remits you a check or cash, and you carry your money to the bank. In other cases, funds may be in transit for many days. This is quite frequent when the deposits are batched, visiting the bank once or two times a week. This is also possible when you receive a credit card payment and it takes around two days for the funds to be cleared from your respective bank account.

QuickBooks Online has a particular account, primarily for those funds in transit. However, the undeposited funds in QuickBooks Online is often considered a risky account since it can trigger wrong business financial statements.

So let us understand first what undeposited funds in QuickBooks are.

What is the Undeposited Funds Account in QuickBooks Online?

The Undeposited Funds account is present in every QuickBooks Online file. This particular file is developed automatically as the chart of accounts part and also cannot be erased. If you attempt to do so, QuickBooks Online will make a new Undeposited Funds account for you.

The Undeposited Funds account in QuickBooks Online is Other Current Asset account. A current asset is usually owned by you that you want to turn into cash in a year.

How to Use Undeposited Funds in QuickBooks Online?

The undeposited Funds account stores your payment prior to taking them in the bank. When you get the deposit slips, create bank deposits in your particular QuickBooks account and then mix the payments in the particular Undeposited Funds account to sync the details. This process is quite easy and it also assists you to do proper reconciliation.

Here are the steps to begin on how to use Undeposited Funds in QuickBooks Online.

Step 1: Keep the payments in the Undeposited Funds accounts

Businesses have a minimum of one undeposited funds account where the payment can be kept to mix them later. Users have the right to fix in which account the deposit can be done when you mix the amount.

Now, it is based on the fact how you have added the transaction and then processed the particular payment in QuickBooks Online. Keep reading the details to understand how to add the payment into Undeposited Funds account.

1. Transactions Received from the Banks and Credit Cards

If you have linked your bank account and credit card already, then QuickBooks will download all the transactions automatically for you. Hence, you do not have to utilize the undeposited funds account or mix the downloaded transactions since QuickBooks has already got your information from the bank. However, you will need to classify the transactions that are downloaded:

Step 1: Press the +New button.

Step 2: Navigate to the Receive Payment option.

Step 3: Now, you need to select a customer. Choose the Customer from the given drop-down menu.

Step 4: Now you can add the checkmark for the invoice for whom you will be getting the payments.

Step 5: Once completed, choose the Undeposited Funds option utilizing the drop-down of Deposit to.

Step 6: Now, you need to add the needed details on the form.

Step 7: Finally, you can press on the Save and Close button.

Cash Memos Handled outside the QuickBooks Domain

If the payments outside of QuickBooks Online have been processed then you need to set up a Cash Memo for those particular customers then keep it in the Undeposited Funds.

You can follow the steps given below:

Step 1: Navigate to the +New button.

Step 2: Now press on the Cash Memo option.

Step 3: Now choose the Customer drop-down menu to select the related customer.

Step 4: Now, you can choose the Deposit to drop-down menu to choose the Undeposited Funds option.

Step 5: Now you can add the needed details.

Step 6: Once completed, you can choose the Save and Close button.

2. Record the Particular Bank Deposit

Once you are set with the deposit slip, you can do the bank deposit and then club the payment together. Once you do so, the payments in the Undeposited Funds account will show in the Bank Deposit screen.

You can utilize the deposit slip top find the way you wish to mix your payments. To know the method of mixing the payments and doing the bank deposit, you can follow the details given below:

Step1: Press on the + New button.

Step 2: Now choose the account using the particular drop-down menu for Account. The account must be the one where you wish to put the amount.

Step 3: Now, click the checkboxes for every transaction that you want to group together.

Step 4: Make sure the total amount for choosen transactions is in sync with the deposit slip amount.

Step 5: Now, you can press the Save and Close button.

3. Evaluate the Undeposited Funds Account

Now, when you have added the payment and choose the bank deposit to sync the transaction of Undeposited Funds account with the particular bank slip. Then you need to final position of the Undeposited Funds account.

Here are the steps to clean out the transactions that are waiting to be deposited:

Step 1: Go to the Accounting menu.

Step 2: Now select the Chart of Accounts option.

Step 3: Now you need to select the Undeposited Funds accounts in the particular list.

Step 4: Now choose Account History.

We have clarified all the steps related to using Undeposited Funds in QuickBooks Online. Still if you think you need help in solving this undeposited funds problem in QuickBooks, you can get in touch with us via Dancing Numbers LIVE CHAT options.

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