Learn How to Fix Payroll Check Transactions Not Matching

The payroll check transactions not matching problem in QuickBooks can occur due to wrong bank account settings, errors with data entry, duplicate payroll runs, or discrepancies in amounts, dates, or descriptions. This can interfere with your accounting and bookkeeping processes, which can lead to a hampered workflow, ultimately affecting your business progress. You can resolve it by manually matching the transactions. We’ll cover the methods you need to troubleshoot this problem in this blog. First, let us see the causes of payroll not matching with bank transactions in QuickBooks.

Payroll Check Transactions Not Matching – A Quick View Table

Given in the table below is a concise summary of this blog on the topic of the payroll transactions not matching in QB Online:

Description	The payroll check transactions not matching problem in QuickBooks can occur due to wrong bank account settings, errors with data entry, duplicate payroll runs, or discrepancies in amounts, dates, or descriptions. This can interfere with your accounting and bookkeeping processes, which can lead to a hampered workflow.
Its causes	1. The transaction types in your bank and in QuickBooks are different 2. The transactions might be recorded in different bank accounts 3. The dollar amount your bank cleared and the amount present in QuickBooks are different 4. QB might have two or more open transactions 5. The transactions might be older than 180 days
Ways to fix it	Change the info of your bank account in the chart of accounts, edit and review the paycheck transactions, use the QB Online website in a private window, manually match the transactions, exclude the unwanted transactions, and move the transactions into the For Review section.

Methods to Resolve the Issue: Payroll Check Transactions are Not Matching

Listed below are the troubleshooting methods you can implement to resolve the problem of QuickBooks Payroll check transactions not matching:

Change the Info of Your Bank Account in the Chart of Accounts

You can change the info of your bank account if it’s incorrect in the chart of accounts to resolve the problem of paycheck transactions not matching in QuickBooks using the steps given below:

1. Open the QB Online website
2. Click on Transactions under the Bank Transactions menu
3. Click on the tile next to the bank name to edit the name
4. Select the pencil icon
5. Then, press the Edit Account Info option
6. Check the Disconnect this Account on Save option
7. Press Save and Close
8. Then, select Chart of Accounts under the Accounting menu
9. Find the bank account
10. Click on the View register dropdown menu next to your bank account
11. Select Connect Bank
12. Follow the steps you see to connect your bank account again

Now, the problem should be fixed.

Edit and Review the Paycheck Transactions

You can review and edit the paycheck transactions in QBO to patch the error of paycheck transactions not matching with the steps given below:

1. Open the QB Online website
2. Click on Settings
3. Then, select the Chart of Accounts option
4. Click on the account you want to review
5. Navigate to the Action column
6. Select View Register
7. Press the Filter icon
8. Choose the filter you want to apply
9. To sort the transactions, you can move your cursor to the header column and use the Sort icon
10. Select the transaction you wish to modify in the Account Register
11. Feed in the correct info in the text fields
12. If a field is greyed out, press Edit
13. Make the necessary changes
14. Click on Save and Close

This should resolve the problem you were dealing with.

Use the QB Online Website in a Private Browsing Window

Stored QB Online cookies and cache in your web browser can cause the QBO website to not function properly. This can then cause the paycheck transactions not matching issue to appear on your screen. This can be fixed by using the QB Online website in a private browsing window. We have provided the shortcut keys to open a private browsing window in different web browsers below:

1. Google Chrome – Ctrl + Shift + N
2. Mozilla Firefox – Ctrl + Shift + P
3. Microsoft Edge – Ctrl + Shift + N
4. Safari – Command + Shift + N

Then, try to see if the paycheck transactions not matching issue is resolved by using the QB Online website in a private window. If it is resolved, you should clear the stored QuickBooks cache and cookies from the browser.

Manually Match the Transactions

Before matching the transactions manually in QB Online, you have to make the changes to the paycheck amount to ensure it matches the bank feed, with the steps given below:

1. Go to the bank feed in QB Online
2. Click on the transaction that does not match
3. Select Find Match
4. Mark the box next to the transaction
5. Use the Filter section to narrow the list
6. Turn on the Resolve feature
7. Enter the needed information and the difference in the Amount field
8. Press Save

Then, proceed to manually clear the check in the Account Register and exclude the transaction you downloaded with the steps given below:

1. Click on the Gear icon in QB Online
2. Select the Chart of Accounts option
3. Locate and select the transaction and view it in the expanded window
4. Go to the Check column
5. Click on the checkbox until the letter C is shown
6. Press Save

This should resolve the issue you were experiencing.

Exclude the Unwanted Transactions

You can exclude the unwanted transactions in QB Online to solve  the payroll check transactions not matching issue with the steps given below:

Exclude the Transactions that are From Another Company

1. Navigate to the Banking or Transaction menu
2. Go to the Banking tab
3. Click on the For Review option
4. Checkmark the transactions you wish to exclude
5. Press Exclude

Exclude the Duplicate Transactions

If you see any duplicate transactions in QuickBooks Online, ensure to exclude them for accurate results. However, if you find duplicate transactions in the For Review tab, follow these steps:

1. Navigate to the Transactions menu
2. Click on Bank Transactions
3. Choose the affected bank account
4. Move to the For Review tab
5. Select the duplicate transactions
6. A black box would appear at the top, displaying the number of selected transactions
7. Press Exclude
8. To delete them permanently, navigate to the Exclude tab
9. Mark all the duplicate transactions
10. Hit Delete

Exclude the Transactions Which Have Been Categorized

1. Navigate to the Transaction menu
2. Click on Bank Transactions
3. Mark all the duplicate transactions under the Categorized tab
4. The number of transactions selected can now be seen in a black box on your screen
5. Click on Undo
6. Navigate to the For Review tab
7. Mark all the transactions
8. Select Exclude in the black box at the top
9. To delete the transactions, navigate to the Exclude tab
10. Mark all the transactions and press Delete

Now, the problem should be patched.

Move the Transaction Into For Review

You might’ve mistakenly downloaded or matched a payroll transaction with the wrong one. This can be fixed by moving the transaction to the For Review section with the steps given to you below:

1. Go to the Transaction menu
2. Click on Bank Transactions
3. Select the bank or credit card tile from which the transaction was downloaded
4. Navigate to the Categorized tab
5. Locate the transaction you wish to match
6. Go to the Added or Matched column
7. Click on the blue transaction link to see the matched transaction
8. Press Undo under the Action column

Performing these steps would resolve the issue of payroll check transactions not matching.

Why are QuickBooks Paycheck Transactions Not Matching?

Given below are the factors that can potentially trigger the problem of payroll check transactions to not match in QuickBooks:

1. The transaction types in your bank and in QuickBooks are different
2. The transactions might be recorded in different bank accounts
3. The dollar amount your bank cleared and the amount present in QuickBooks are different
4. QB might have two or more open transactions
5. The transactions might be older than 180 days

These are the causes of paycheck transactions not matching in QB.

Conclusion

The payroll check transactions not matching problem in QuickBooks can occur due to wrong bank account settings, errors with data entry, duplicate payroll runs, or discrepancies in amounts, dates, or descriptions. This can interfere with your accounting and bookkeeping processes, which can lead to a hampered workflow. We have covered the potential factors that can trigger this issue to appear on your screen, along with the methods you need to troubleshoot it in this blog.

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