In this article, let's talk about the different reasons why duplicate transactions form in your QuickBooks Online account and discuss some best practices to help prevent the formation of duplicate transactions.
What Causes Duplicate Transactions to get created?
If you have an active bank feed with your QuickBooks Online account and are also simultaneously exporting Credit Card Expenses from Fyle, there is a possibility for duplicate transactions to be created in QuickBooks Online. Here are some of the reasons for this to happen,
Categorizing the bank feed transactions in QuickBooks Online
Bank feed transactions are categorized before the transactions from Fyle are imported to QuickBooks Online.
If you have rules set up in QuickBooks Online to auto-categorize transactions based on vendors or amounts then QuickBooks Online will fail to detect the transaction flowing from Fyle as a match and this will lead to a duplicate transaction being created.
The same issue could occur even if you do not have rules in QuickBooks Online to categorize transactions automatically but are manually categorizing a bank feed transaction before the same transaction from Fyle is imported to QuickBooks Online.
Importing Fyle Transactions before the Bank Feed's Transactions
If the Credit Card Expenses (Categorized) from Fyle are getting imported to QuickBooks Online before the transactions from the bank feed can hit QuickBooks Online, the system will fail to detect a match between both transactions thus causing duplicates to form.
Recommended Practices to prevent formation of Duplicate Transactions
Now, let's talk about some best practices we recommend to prevent any duplicate transactions from getting created in QuickBooks Online
Avoid categorizing the bank feed's transactions
Disable any existing rules set up on QuickBooks Online to auto-categorize the bank feed's transactions and also refrain from manually categorizing the bank feed's transactions.
To disable rules present in QuickBooks Online,
Login to your QuickBooks Online account
Navigate to the Transactions > Rules
Here you will find a list of all rules present
Click on the Edit button on the rule you want to disable
Hit on Disable!
Import the bank feed transactions first
Ensure that the transactions from the bank feed are imported to QuickBooks Online before exporting the transactions from Fyle.
Confirm Data Consistency
QuickBooks Online suggests a match between two transactions based on the Amount, Spend Date, and Vendor details. Prevent editing the Credit Card Expenses on Fyle and ensure that the expense details in Fyle are consistent with the actual transaction so that QuickBooks Online can detect a match.
Turn off the Bank Feed
If all the transactions are getting recorded in Fyle and are being exported to QuickBooks Online and if there are no new & unique transactions being imported to QuickBooks Online from only the bank feed, then we recommend turning off the bank feed.
Fyle has direct integrations with major networks such as AMEX, VISA, and MasterCard. The transactions incurred using any of these cards are imported to Fyle seamlessly and through Fyle, they are also imported to QuickBooks Online with a more complete categorization of transactions along with supporting receipts.
Importing transactions to QuickBooks Online from a single source (Fyle) will make sure that you will never face an issue with duplicates being created.
You may refer to this article to learn how to match Corporate Credit Card Expenses exported from Fyle with Bank Feed in QuickBooks Online.
If you have any questions related to this, please write to us at [email protected]