Match Deposit Tool

How does the match deposit tool work?

This guide describes install and how to troubleshoot the tool.

What does the Deposit Matching tool do?

  1. Locate matching sales that both exist in QuickBooks and in the Payout.
  2. Adds merchant fees as a line item.
  3. Automatically creates the deposit in QuickBooks, and associates the correct orders / payments.

Note: all orders (and payments if using Invoices) must exist in QuickBooks for the deposit to sync successfully.

Also, ensure your order deposit account is set to "Undeposited Funds"

How do I enable the feature?

  1. On the navigation bar on the left, expand the Orders section.
  2. Click Match Deposits.
  3. Step through the wizard, and choose the connection you wish to perform deposit matching with. 

How do I perform the matching?

  1. Enter the date range in which your payout exists. (Note: most bank deposits are transferred two business days after the sale ending date, but all businesses are different!)
  2. Choose your checking account which the funds are being deposited to.
  3. Choose a fee account which will document all fees accumulated by orders in the deposit.
  4. Click submit (you can click Preview Deposits if you wish to see orders, refunds, and fee information before submitting):
  5. If you use Connex for QuickBooks Desktop, run the web connector.

In the match deposits form, what is the function of each field?

When deposits are matched, there is a line item at the end for fees and the amount is negative. Here is how the fee deposit account and received from fees map:

How does Connex match the orders?

Although the examples use QuickBooks Desktop, the logic for QuickBooks Online is identical. Our tool usually matches the order number from your selling channel to the QuickBooks order number field.

If you use the next number in QuickBooks, we map the transaction date and order number with the QuickBooks memo field. below is an example of a sale that would match your Amazon order 112-2989586-5872247 placed on 2/25:

If you sync invoices and payments, our tool checks the QuickBooks payment memo field:

Can I see a preview of what Connex will match?

From the Match Deposit set-up page, click the preview button:

What does the deposit look like?

Here is an example from QuickBooks Online, using payment gateway Stripe:

What happens after I hit submit / run the Web Connector?

Connex will save these details to the database, and match the deposit in the background.

If your deposit did not match successfully, please check the Log on the left navigation bar. Some of the most common issues with deposit matching are:

  • Adding new items to an old sale (customer came back and said I want to add product XYZ to an existing order. We recommend creating a new sale for best success)
  • Some sales listed in the deposit had not been synced over, prior to running deposit matching process. These missing orders typically display in the log after the Web Connector runs.

    How to fix:
  • Document these missing orders in the Log
  • Go to the Dashboard > Manual Sync
  • sync these orders via comma separated list or by date range, and re-run the Deposit Matching Tool)