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Payroll Check Transactions Not Matching
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Payroll Check Transactions Not Matching? Top 10 Fixes

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Are your payroll check transactions not matching, and you are wondering what to do? Don’t worry; this guide will help you.

Matching payroll transactions in QuickBooks Online is crucial to ensuring accurate financial account reconciliation and the precise maintenance of records of employee wages, tax withholdings, and related transactions.

However, due to browser issues or incorrect bank accounts, you might be unable to match paychecks in QuickBooks, interrupting the reconciliation process. This blog will discuss every possible factor preventing you from matching the transactions and the suitable ways to eliminate them. Let’s get started…

By providing this detailed article, we ensure you can match your crucial transactions to the QuickBooks payroll. Even though you will get all the information required to eliminate such issues, there may still be situations when you need professional help. Dial 800-580-5375 and connect with our QuickBooks ProAdvisors in such instances.

Paychecks Transactions Not Matching in Banking: An Overview

Before finding suitable ways to match your transactions, you must also know the instances and types of mismatches you might face. For example, if you registered your transaction in an incorrect bank account, you must change the account name before trying to match a transaction.

Let’s talk about some of the instances:

  1. The check in the transaction tab does not match the payroll check in the Transaction tab.
  2. The transactions seem matched, but when clicking on Find Match, two options were presented; neither of them was the check number or amount.
  3. QuickBooks might automatically add a bank transaction for paychecks. Still, the amount differs from the paycheck in ways other than the amount given in the payroll.
  4. After clicking on the bank transaction with the incorrect amount, it pulls up the paycheck/transaction detail and has the correct amount. The only place it is wrong is in the register, and it still shows Uncategorized in my bank feed even without adding it.

Points to consider before finding a match for your transaction:

  • Ensure your expense is recorded in the bank register you’re looking for a match.
  • Note the date when your transactions match.
  • Check and ensure the payee’s description and the amount spent are the same.
  • Your transactions should be reconciled.
  • The transaction you entered in QuickBooks has been previously matched to another downloaded transaction.
  • The transaction you entered manually in QuickBooks could have a different number, amount, date, or payee from the downloaded expenses.

Why do Payroll Checks Not Match in QuickBooks?

In most cases, QuickBooks does not match your transactions when you enter an incorrect bank account name in the Chart of Accounts. Yet, other factors can also cause issues when matching transactions. Let’s explore them in detail:

  • Your transactions might be older than 180 days.
  • There is a difference between the dollar amount in QuickBooks and what the bank cleared.
  • Different transaction types in QuickBooks than in the bank. QuickBooks matches an expense with an ACH or credit/debit card swipe.
  • Your transaction was recorded in a different bank account.
  • A bank payment/deposit transaction comprises two or more open transactions in QuickBooks.

Now that you understand why your QuickBooks payroll transactions don’t match let’s proceed with troubleshooting solutions to fix the issues promptly.

Instant Fixes When Payroll Checks are Not Mapping to Transactions

In this section, we will discuss the best fixes you should conduct when your payroll checks mismatch the amount on the bank. For further queries, you can contact the support team without hesitation.

Note: Before moving further, ensure the QuickBooks Online advanced payroll is set up correctly.

1. Clear your browser’s cache and history

Your transactions can become incorrect due to unexpected behaviors in your browser, which usually happen due to too much accumulated historical data or cache and cookies. Let’s clear this data from your browser by following the instructions below.

Step 1: Clearing the browser’s cache

Follow the specific instructions according to the browser you use:

Firefox
  • Launch your Mozilla browser.
  • Click on the Menu ☰ and select Settings.
  • Choose Privacy & Security.
  • In the History section, click Clear History.
Clearing the browser’s cache in Firefox
  • Move to the Cookies and Site Data section and click Clear Data.
  • Uncheck the Cookies and Site Data option.
  • Now, click the Clear button with the Cached Web Content check marked.
  • Close the Settings window. It will automatically save your changes.
Google Chrome
  • Open Chrome on your computer.
  • Click More ⋮ at the top right corner of your screen.
  • Now, click on Clear browsing data.
Clearing the browser’s cache in Google Chrome
  • Select the time range, such as the Last hour or All time.
  • Ensure to check the Browsing history, Cookies and other site data, Cached images, and files checkboxes.
  • Finally, click Clear Data.
Safari for Mac
  • Open the Safari app on your Mac.
  • From its menu bar, choose History.
Clearing history in Safari for Mac
  • Now, click on Clear History.
  • Select the date or time how far back you want to clear your browsing history.
Safari for iPad and iPhone
  • Go to Settings and then choose Safari.
  • Click on Clear History and Website Data.
Process of clearing history and website data for iPad and iphone
  • Clearing the browser’s history and cookies and browsing data won’t change your AutoFill information.
Microsoft Edge
  • Open the Edge browser.
  • Choose Settings and more, and then click on Settings.
  • From the options, select Privacy, Search, and Services.
  • Move to the Clear browsing data section.
  • Mark the Browsing history, Download history, Cookies and other site data, and Cached images and files checkboxes.
Process of clear browsing data in Microsoft Edge
  • Now, select Choose what to clear.
  • Under Time Range, choose a time range from the dropdown menu.
  • Now, select the data you want to remove.
  • Finally, click on Clear Now.

Step 2: Clearing the Intuit-specific cookies

Let’s clear the Intuit-specific cookies from your browser by following these steps:

Google Chrome
  • Launch the Google Chrome browser.
  • Click on the More ⋮ icon at the top right corner.
  • Choose Settings.
  • Select Privacy and Security.
  • Click on Cookies and other site data.
  • Now, choose See all cookies and site data.
Clearing the Intuit-specific cookies in Google Chrome
  • Find the Intuit-specific cookies by typing Intuit in the search bar.
  • Then, press Enter.
  • Click on Remove all shown or hit the Trash icon.
  • Finally, restart your browser to apply the changes.
Mozilla Firefox
  • Open your Mozilla Firefox.
  • Click on the Menu ☰ icon at the top right corner.
  • Select Settings.
  • Further, choose Privacy & Security.
  • Now, click on Manage Data under Cookies and Site Data.
Clear cookies and site data
  • To find the Intuit cookies, type Intuit in the search bar and press Enter.
  • Select Remove All Shown.
  • Click on Save Changes.
  • Finally, restart the Mozilla Firefox browser to implement the changes.
Safari
  • Open the Safari browser.
  • In the top left of your screen, choose Safari.
  • Select Preferences.
  • Move to the Privacy tab and then click on Manage Website Data.
Manage Website Data from here
  • Find the Intuit-specific cookies by typing Intuit in the search bar.
  • Click Remove and then Remove All.
  • Now, click Done.
  • Restart your Safari browser to implement the changes.

After fixing the browser-related issues if you still can’t match the transactions, proceed with the troubleshooting method below.

2. Correct the bank account name in the Chart of Accounts

Your payroll cheques might be posted in other accounts because of a different bank account name in the Chart of Accounts which you can find in the Payroll settings.

Here’s how to correct the bank name in the Charts of Accounts:

  • Go to Bank Transactions and then choose the Transactions menu.
  • Select the bank tile to edit the name.
  • Go to the Pencil icon and click on it. Then, choose Edit Account Info.
  • Choose Disconnect this account on save checkbox.
Use checking accounts to track all your checking activity
  • Once done, select Save and Close.

Now, move to your Chart of Accounts to reconnect the account. Here’s how:

  • Choose Charts of Accounts from the Accounting menu.
  • Look for your bank account and click the dropdown beside the View register.
Charts of accounts
  • Then, select Connect Bank.
  • To enable the connection, follow the instructions displayed on your screen.

Is the bank name correct in the Charts of Accounts, and transactions are still not matched? Continue following the next solution to fix the issue.

3. Review transactions in your register

Check the transactions in your register and ensure every transaction detail is correct. If you find anything wrong, make the required changes.

Find a transaction

There are a few ways to find your transaction in QuickBooks:

Filter transactions

  • Go to Settings and then choose Charts of Accounts.
  • Choose an account you want to review.
  • Select View register in the Action column.
  • Click on the Filter icon and choose the filters you want to apply.
  • You can search for an amount, reference number, or memo using the Find field.
  • Now, click Apply.
  • Choose X beside the filter name to remove the filter. To clear it, select Clear filter / View All.

Sort transactions

You can sort and reorder the list of transactions by date, reference number, type of payment, or reconcile status. Doing this will show your most recent transactions appear at the top by default.

  • Move your cursor to any of the header columns.
  • If a Sort icon (▲ or ▼) appears, click it to sort the transactions by the value in that column.
  • Choose any sortable column header to sort the account history by that value in ascending or descending order.

Remove columns or change the view

  • Go to Settings at the top of your screen.
  • Now, clear the checkboxes to hide the columns.

If you want your register to look like a regular checkbook, you can also select Paper Ledger Mode.

Edit a transaction

  • Find and choose your translation in the account register.
  • Edit the available fields accordingly.
  • If you want to change something but the section is grayed out, click Edit. This will open the complete transaction form so you can make additional changes.
  • Once done, select Save or Save and close.

Are your payroll check transactions not matching even after following the above steps? If so, consider moving with the troubleshooting solution below.

4. Put the transaction back into the For Review tab

If you mistakenly matched a downloaded transaction with the wrong one. Follow these steps to get back into the Review tab and then match your transactions again.

  • Select the Transactions menu and then click on Bank Transactions.
  • Choose the bank or credit card account tile from which you downloaded the transaction.
  • Move to the Categorized tab.
  • Look for the transactions you want to unmatch.
This is the way of transactions you want to unmatch
  • From the Added or matched column, choose the blue transaction link to see the matched transaction.
  • In the Action column, select Undo.

Once done, the original downloaded transaction will return to the For Review tab. Then, match your downloaded paycheck.

If the transactions still don’t match, continue following the next solution.

5. Login to QuickBooks using the private window

Here are the keyboard shortcuts to open an incognito or private window on both Mac and Windows PCs:

Google Chrome

  • Windows: Press Ctrl + Shift + N
  • Mac: Press Command + Shift + N

Mozilla Firefox

  • Windows: Press Ctrl + Shift + P
  • Mac: Press Command + Shift + P

Microsoft Edge

  • Windows: Press Ctrl + Shift + P
  • Mac: Press Command + Shift + P

Safari

  • Mac: Press Command + Shift + N

Once you’ve done this, try again to match your transactions. If you still face an issue, follow the next solution.

6. Let’s match the transactions manually

To match the transactions manually, edit the amount on your paycheck and ensure it matches your bank feed. Then, move to the below steps:

Fix the amount difference between the transactions when trying to match them

  • Go to your bank feed, choose the transaction in your question, and click Find Match.
  • Mark the checkbox beside the transaction to match. To narrow down the list you can also utilize the Filter section.
  • Now, enable the Resolve feature.
  • Fill in the required fields and enter the difference in the Amount field.
  • Once done, click Save.

Exclude the downloaded transactions and manually clear the check in the account register. Here’s how to do it:

  • In QB, tap on the Gear icon to open Settings.
  • Now, select Charts of Accounts.
Select Charts of Accounts from here
  • Find the transaction and click on it to see it in the expanded view.
  • Move to the check () column, and click the box until the letter C appears.
  • Select Save.

Are payroll check transactions still not matching? Try the next solution. 

7. Exclude the transactions

If your transactions are downloaded in another company than the linked one or for duplicate transactions in an account, you need to exclude these transactions. Learn how you can exclude these transactions by following the steps below:

Transactions downloaded in other company transactions

To fix this, you can exclude those transactions from your banking page. This way, it will not appear in your account registers or financial reports. Have a look at the instructions below for the same:

  • Go to your Banking or Transaction menu and choose the Banking tab.
  • Click on the For Review tab.
Choose banking tab from here
  • Choose the check boxes next to transactions to exclude them.
  • Now, select Exclude.

Duplicate transactions

Transactions added to the same payroll account on the Banking tab may result in duplicate figures on your account balance. Let’s fix the issue in the ‘For review’ tab even if you already categorized or matched;

If you see the duplicate transactions in the ‘For review’ tab:
  • Select Bank Transactions from the Transactions menu.
  • Choose your affected bank account and go to the For Review tab.
  • Mark the duplicate transactions.
  • At the top, a black box will appear displaying the number of transactions you selected.
  • Then, select Exclude.
Do the same when you see the duplicate transactions
If you already categorized or matched the duplicate transactions:
  • Choose Bank Transactions from the Transactions menu.
  • From the Categorized tab, choose all the duplicate transactions.
  • The selected items will appear in the black box on your screen.
  • Now, choose Undo. It will move them over to the For Review tab.
choose Undo from here
  • Select the For Review tab and tick mark the duplicate transactions.
  • Click Exclude in the black box at the top of your screen.
From here you can exclude
  • To permanently remove these transactions from QuickBooks, go to the Excluded tab, then mark the checkbox to the left of the Date column to select all transactions. Select Delete.
choose the delete option from here

Summary

After following this comprehensive guide, we’re sure you clearly understand why your payroll check transactions are not matching and how you can fix the issue. To get a quick resolution to the problems or for any queries, you can contact our QuickBooks ProAdvisors for help. Our ProAdvisor will ensure your payroll transactions match the ones on the bank and that you can run the operations smoothly. So, dial 800-580-5375 now!

Frequently Asked Questions

How do I match transactions in QuickBooks Online?

Follow the below steps to learn how to match your transaction in QuickBooks Online:

• In the Transactions menu, choose Bank Transactions.
• Find the downloaded transactions record. if you are in:
Business view: In the Assign to: column, look for “Matched Found
Accountant view: Find “Matched Found” in the Category or Match column.
• To expand the view, choose the downloaded record.
• Now, note down your transaction’s date, description, or Bank details and the total amount you received or spent.
• QuickBooks will automatically suggest some changes for any matching transactions already in the Charts of Accounts.
• Click on each link next to each matched transaction to see the details. The suggested match amount will be the same as your transaction with the date. Now, ensure the match is correct.
• Select the translation match and click on Match to match it.

QuickBooks now knows the downloaded transaction record is identical to the one you entered. It connects the two to ensure there are no duplicates.

How can you fix the issue of unmatched payroll cheques?

You can review your matched transactions and undo them if you have unmatched transactions or payroll cheques. You can quickly correct the issues from the Categorized tab:

• In QuickBooks, go to Bank Transactions.
• Choose the title of the account you want to review.
• Move to the Categorized tab.
• If you’re in as:
Business view: Choose your transaction that says Matched to or Added to in the Assigned to column to review it.
Accountant view: In the Added or matched column, choose a transaction that says Matched to or Added to, to review it.
• Click Undo if you want to make changes. It will send your transaction back to the For Review tab.

Why are my transactions not matching in QuickBooks?

Here are some possible reasons why your transactions do not match in QB:

• Transactions being older than 180 days.
• Having different transaction types in QuickBooks than at the bank.
• Your transaction was recorded in a different bank account.
• A bank payment transaction might comprise two or more open transactions in QB.

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