In this tutorial, Linda Artesani addresses a community forum question about why QuickBooks Online does not list any items in the "Received From" column when trying to create a bank deposit to group undeposited funds. She reproduces the issue, demonstrates two ways she initially created deposits (a sales receipt without a customer name and a journal entry), and explains why those methods fail to appear in the bank deposit window. Linda then shows the correct workflow: create a sales receipt (or an invoice followed by a receive payment) with a customer selected, which automatically posts to Undeposited Funds. She walks through creating a sales receipt for a client, confirming it lands in the Undeposited Funds list, and then grouping it in the Bank Deposit screen. Throughout, she highlights common user errors—omitting the customer name, collapsing the payment list so items are hidden, and attempting to enter Undeposited Funds directly in the register, which QuickBooks blocks. She also advises against using journal entries for deposits, recommending the built‑in plus‑sign functions instead. Finally, she speculates on other possible causes (e.g., the payment list box being closed) and invites the original poster to provide more details, emphasizing that video explanations can be more helpful than text alone.
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Hi there, Linda Artesani, Community Live in Artesani Bookkeeping. So I have a question from the community forum that I actually found a little bit puzzling. I'm trying to recreate and recreate the issue that they're having so that we can, you know, that I can just come in and figure out what's going wrong. And I can definitely show them what they're doing, how to do it the right way, but I was trying to recreate it and I had a little bit of difficulty. But let's go to Let me share the screen so we can bring the question up. And this was asked by JC070. And, um, bank deposit in QuickBooks Online. I need to group undeposited funds by creating a bank deposit. However, QuickBooks will not populate the received column so that I can choose the undeposited funds that comprise the checks that I've deposited into the bank account. Is there a setting I'm missing? Is there a workaround? So it almost makes me wonder if they're actually doing not using the functions of QuickBooks and maybe not using an invoice and receive a payment or a sales receipt and having that go into undeposited funds so they can group it, because that's the functionality of QuickBooks. So I tried to recreate this and I'll show you. I did manage to get 2 deposits in here, one by using a sales receipt and the other by using a journal entry. But I'm almost guessing by that question that they're actually doing this work in the register. And I have a lot of clients that love to work in the register. To them, it makes sense. They got their check register, right? So I just— I'll show you these 2 transactions, then maybe we can try to go in and figure out how they were doing the checks. So here's a sales receipt that I created in QuickBooks Online that has no customer name, right? So this is how I'm able to make it show here with name not specified. As you look at the sales receipt, there's no customer name. I didn't select one, which is what you should do, is select the customer name. So it's not going to show up. You can type whatever you want in the memo. The memo will show in the, in the bank deposit in the bank deposit window. But, um, and I didn't put one in here. So that's one way. Another way I see people sometimes do is they like to make journal entries in QuickBooks. Journal entries are very rarely used in QuickBooks. If you can use a function of QuickBooks to enter something, then you should really do it that way and not use a journal entry, because it's just— it's just use the functions that are there, and they're all in that plus sign. So here's a way that I did undeposited funds, and I, you know, I credited my sales account. I just typed Ardisani in here, and that's the name of the customer, my last name. And that's what populated this where you can see my name show up. Another thing that could be happening that they're not seeing— so maybe they actually are doing an invoice or they are doing a sales receipt, but maybe this box is closed down. So you can close this down and almost not see it. So maybe that's happening and they're actually using an invoice and a customer payment or using a sales receipt and the box is just kind of blocked. So normally to do the functions of QuickBooks, you come into the The plus sign and you create the invoice or the sales receipt. I'll show a sales receipt for now for quicker purposes. And then you'd pick your customer name, you know, and I can pick Client A. And then you pick your service and I'll just pick the bar sales. And then, you know, I'll put a rate in, you know, $125. It's today. And it's going into undeposited funds. You can see it's deposit to undeposited funds. I'm going to hit save. So now when I go into now that bank deposit window, right, the bank deposit window over here— whoops, go back to here, go to the bank deposit window. My new bar sales one is going to be in here, right, because I just entered it. So see, it's by today's date, today's date, right? So let's just show it. So Client A sales receipt, $125. So it's there and it shows the name of my client. That's the proper way to do it. Obviously, for an invoice, you do an invoice and receive a payment, and the same thing, the customer payment would go to undeposited funds. My other thought that might be happening is they're trying to enter— add a deposit here, and they're having trouble because it won't let you put the undeposited funds here. That's a possibility, but clearly that's not how you want to enter a deposit, right? So if I tried to come in here and put my payee is You know, for Arasani— I think it's Arasani Restaurant in this file— and undeposited funds, it's not going to let me save this because it's going to say, what are you doing here? Where's your bank account? Select a bank account for this deposit. So you can't do it. So maybe that's where they're having the issue. I don't know. It's all kind of guesswork here. And maybe they'll answer back after they see the video and give me some more clarity on the question so I can help. So that's it in a nutshell. I hope you follow us and I hope you like the this topic if it was helpful in showing you the flow of accounts receivable. And I hope to see you back and ask questions on the forum, and we'll continue to answer them, and maybe some of them by, you know, just by words, but try to do some more videos. I think the videos are a little bit more helpful. Thank you again for watching, and see you soon. Bye now.
