Learn How to Reconcile Bank Account in QuickBooks Online and Desktop

Reconcile Bank Account in QuickBooks Online

QuickBooks can help you reconcile a bank account with just a few clicks. It can also help you to print a small report summary of your reconciliation. The application also offers an option to print out the previous reports button in order to open a dialogue box leading to older reconciliation reports.

In QuickBooks Online, bank reconciliation for your business accounting is a separate event. It’s a special module from which a chart of accounts, check register and bank feed features. Reconciling includes checking, savings, and credit card accounts. You also have an option to reconcile other asset accounts and other liability accounts.   

Why and When should you Reconcile?

QuickBooks corresponds to your spending and earnings as per your bank and credit card company. You should match your previous month’s ending balance to the next month’s beginning balance and the balance in your QuickBooks register at the end of the previous month should match the balance on your bank statement.  

Your accountant will most likely be the one to do your QuickBooks Online bank reconciliations. If the chart of accounts is the foundation of accounting, and the bank feed is the foundation of QuickBooks Online, then bank reconciliation is the monthly culmination of your financial data’s life. Reports are important, but bank reconciliation is essential for a successful business. The file is 98 percent healthy if your bank reconciliation is current and all of the balances match.

These are the few steps you need to take into consideration when trying to reconcile your bank account through QuickBooks online- 

Step 1- Check your Opening Balance

Review the opening balance if you’re reconciling an account for the first time. It must correspond to the balance in your real-life bank account on the day you decided to start tracking transactions in QuickBooks.

Notice- QuickBooks downloads transactions and enters the opening balance for you when you connect your bank and credit cards to online banking. You don’t have to be concerned about the initial balance.

Step 2- Initiate your Reconciliation

You can begin reconciling once you have your monthly bank or credit card statement. If you’re reconciling multiple months, start with the oldest statement and work your way backwards:

  • Match and categorize all the transactions you downloaded from the account that is linked to online banking.
  • Select Settings and then Reconcile in QuickBooks Online. To continue, select Get started if you’re reconciling for the first time.
  • Select the account you want to reconcile from the Account dropdown menu. Check to see if it’s the same as the one on your statement.
  • Examine the Beginning balance. Make sure your QuickBooks beginning balance matches the one on your statement. If they don’t match, here’s what you should do. 
  • On your statement, fill in the Ending balance and Ending date. The ending balance is sometimes referred to as a “new balance” or a “closing balance” by some banks.
  • Examine the Last Statement Ending Date if you see it. This is the last time you reconcile your account. The following day, your current bank statement should begin.
  • Press on Start Reconciliation.

Step 3- Make a Comparison between your Statement and QuickBooks

The final step is to compare your transactions appearing on QuickBooks and statements. Look through them and ensure that all the transactions have the right dates and value for transactions is correct.

Bonus Step: Follow these steps to view past reconciliation

To check your work, run a reconciliation report:

  • Select Accounting Menu and Press on Reconcile.
  • Click History by account.
  • Select the account and date range from the dropdown menus. If you need to share your reconciliation reports, you can print or export them.

Reconciling on the QuickBooks desktop is a bit different from doing it on QuickBooks online. Follow these steps to reconcile your accounts on QuickBooks desktop-

Step 1- Check your Opening Balance

Backup your company files before starting reconciliation. Review the Opening balance In case you are reconciling for the first time. Choose a day to initiate your tracking transaction. Enter the actual balance of your account on that day. It would act as a starting point. 

Step 2- Make Arrangements for the Reconciliation

Check that you’ve entered all transactions for the bank statement period you’re going to reconcile. Wait to enter any transactions that haven’t yet cleared your bank and aren’t on your statement. Check that you’ve entered all transactions for the bank statement period you’re going to reconcile. Don’t enter any transactions that haven’t yet cleared your bank and aren’t on your statement.

Step 3- Initiate the Reconciliation

Start reconciling after getting your bank statement. Start with your oldest bank statement if you’re reconciling multiple months. Reconcile each month’s statements separately, one at a time.

Tip- You’ll see a sign-in window if you’re reconciling a Merchant or Payments account and QuickBooks Desktop detects that you aren’t signed in. This ensures that your account is linked to a legitimate company ID.

  • Click on Reconcile under the Banking menu.
  • Select the bank or credit card account you want to reconcile in the Account field.
  • Statement Date is filled automatically. It’s a swing between 30 or 31 days after the previous reconciliation’s statement date. Make changes as per your bank statement needs.
  • The Beginning Balance is also automatically entered by QuickBooks. This number is calculated using the ending balance from your previous reconciliation.
  • Based on your bank statement, enter the Ending Balance.
  • Enter the Service Charge and Interest Earned. Charges that have already been entered in QuickBooks should not be duplicated.
  • Examine the fields. Select Continue or OK if the information is correct.

Don’t worry if your starting balance differs from your statement. It can be fixed using few clicks-

  • Select Locate Discrepancies if the numbers don’t match. This generates reports that you can use to look for discrepancies and other issues with reconciliation.
  • You can choose Undo Last Reconciliation if you need to start over from the beginning.

Important: Your beginning balance will go back to the last reconciliation’s beginning balance when you undo a previous reconciliation.

Step 4- Make a Comparison between Bank Statement and QuickBooks

Simply compare the list of transactions on your bank statement to what is in QuickBooks to reconcile. Check that your dates and transactions are correct. You’ll know everything made it into QuickBooks once you’ve finished reviewing your statement.

Although there are few things you should know before beginning reconciliation- 

  • Select Hide transactions after the statement’s end date if you only want to see transactions for the statement period you’re working on.
  • Charges and Cash Advances and Payments and Credits are the sections to look at when reconciling a credit card account. Concentrate on a single section at a time.
  • Select Matched if you’re reconciling an account for online banking. Then, from your bank statement, enter the Statement Ending Date. This selects and matches transactions that QuickBooks has downloaded and matched automatically.

Tip: A lightning bolt appears next to a matched transaction in the register. After you reconcile it, a checkmark replaces the lightning bolt.

  • Select the header or title of a column if you want to sort the list.
  • If the number of transactions in QuickBooks exceeds the number of transactions on your bank statement, look through the list.

So let’s go back to the steps you need to follow- 

  • Start with the first transaction on your bank statement when you’re ready.
  • In QuickBooks, look for the same one in the Reconciliation window.
  • Check out two transactions. Select and place a checkmark in the checkmark column if the transactions match. This completes the transaction’s reconciliation.
  • Compare your bank statement to QuickBooks for each transaction. The Cleared Balance amount decreases as you clear or add transactions to the reconciliation. Deposits will increase if you can clear or add deposits. Do not mark a transaction as reconciled if it does not appear on your statement. Follow these steps to easily analyze it- 
  • Look for the Items you’ve marked in the cleared section to see the total number and amount of transactions you’ve added to the reconciliation. On bank statements, many banks provide the same transaction summary. To see if anything is missing, compare the total number of transactions.
  • Select the transaction you want to edit or get more information about, then Go To or double-click it.
  • Select Modify if you need to go back and change the information you entered in “Step 3: Begin your Reconciliation.” In the section next to it, you’ll find information on service charges, interest, and the final balance.
  • The difference between your bank statement and QuickBooks should be $0.00 when you get to the end. If that’s the case, click Reconcile now.

Step 5- Review the Reconciliation

After you’ve reconciled, you can view or print the Reconciliation report by selecting Display. Your task has been completed.

You need to go back over a reconciliation report later, do so as follows:

  • Select Reports Center from the Reports menu.
  • Open a Previous Reconciliation report by searching for it.
  • Choose between Detail, Summary, or Both for the account you reconciled.

So these are a few steps that can help you out in reconciling your account using QuickBooks. There are plenty of things that are possible using QuickBooks. All small and big businesses should give QuickBooks at least one try as it can help you ease out a wide variety.  If you’re still stuck with the same issue, due to any reason then we would suggest you get in touch with our experts by giving us a call on QuickBooks Data Service Solutions Helpline Number +1-(855)-955-1942.

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