# QuickBooks Desktop Reconciliation

This step-by-step guide walks you through reconciling payments in QuickBooks Desktop. It covers the accounts required to select for payments and deposits after connecting QuickBooks Desktop within the Alternative Payments dashboard, and complete bank reconciliation for deposits. Following these steps will help you accurately match bank transactions to invoices and keep your financial records well-organized.

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### Configuring Accounts in the Alternative Payments Dashboard

In the Alternative Payments dashboard, you’ll assign three types of accounts:

* **Payments Account:** Select the "Undeposited Funds" account. This temporarily holds payments until they are reconciled with your bank account.
* **Deposits Account:** Choose the bank account where Alternative Payments will deposit your payouts.
* **Fees Account:** Assign an account to track fees if you absorb them on behalf of your customers. If no account is selected, we’ll create one for you, labeled Alternative Payment Fees, to ensure proper recording of all fees

<figure><img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXdlYwdWDnC3s9JkbfDtrKPBakE0s6GGGJoR9rUmBWM2ZiYRS8ws0dpz802bzU0UCFcOFl0jRtkMdeX179gyUrfzaoYz03unZtaEd_HsUSSdhKSzyGBoX9RRBpNKYf7-lFvo5mS-yw?key=C_isQTeOKfRslN1T8sWJI1iS" alt=""><figcaption></figcaption></figure>

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### Bank Reconciliation Workflow

**Step 1: Recording Payments**

When a customer makes a payment, we will immediately send the payment and record it to the **Undeposited Funds** account.

In the example below, you can see that $9,324 that has been recorded in the Undeposited Funds account:

<figure><img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXd9Rmdd9C0gEiKGvXAIgxLrFbX1oiSZtKGRnSczY8r4S-W5Pk3KtaQMC6G-HcBodLYcCM4Es9t6EyYQP5mBkRqs0oPvsevjZDaNH-HAEIFzjRZi_wwaEEHx0d8Z02KdgEhPLw3p?key=C_isQTeOKfRslN1T8sWJI1iS" alt=""><figcaption></figcaption></figure>

When reviewing the payments, you'll notice there are no transaction IDs yet, as the payout from Alternative Payments has not been issued that encompass two invoice payments:

* $8890
* $444

<figure><img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXdI1EcsZxigrrBnpqrQuwU_2Rs0mV3FfVjUGrwTtIsDP4we2dDjrtnobeEroEuCtnKsSSwISCVAFnxurK7LXRkJqJqSJ_wVI1MijtTTSUJaJ4u_IjusBQaywKsQfJqriW6e3EtuMA?key=C_isQTeOKfRslN1T8sWJI1iS" alt=""><figcaption></figcaption></figure>

**Step 2: Recording the Deposit**

When Alternative Payments issues the payout to your bank account, **the funds will be automatically transferred from Undeposited Funds to your bank account**.

In the example below, you can see the $9,324 dollars was moved from **Undeposited Funds into the NuBank account.**

<figure><img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXcdzRuWQCuVoSQjBgkdF173NVoZ82nX8zSR2lOD9DY8wCoq1djaNEpS9MXgfR4PR7NHCri6EI65F-aMaJlphPdfx96yP3aHcUYAG5DHzkE5ibGMxDiHewq-LYZLYTFC-8yK5iavWg?key=C_isQTeOKfRslN1T8sWJI1iS" alt=""><figcaption></figcaption></figure>

**Step 3: Performing the Bank Reconciliation**

Now that the funds have been deposited and recorded in QuickBooks Desktop, the payment IDs are now visible within the bank account record:

<figure><img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXcHOULFyRn6mQytVn2inE5zmMrHYc12zSkWRy5z4clrbiPG4sSskP9toOdiGD0VxF_Y1u4aFbBHLC8J_b5uCk037WOaTDfMv1qaoGlB6-GTLs5aqckI0whrtGkXy45LwbaLggC10Q?key=C_isQTeOKfRslN1T8sWJI1iS" alt=""><figcaption></figcaption></figure>

***

### Chargebacks and Refunds

If a chargeback or refund occurs after a payment has already been synced and deposited:

* **Refunds** are recorded as a negative line item in a subsequent deposit
* **Chargebacks** are deducted from a future payout. Check the Alternative Payments dashboard under **Payouts** for any chargeback or refund deductions.

By following these steps, you can streamline your reconciliation process and maintain accurate financial records. If you need further assistance, don’t hesitate to reach out to our Customer Experience team at <customersuccess@alternativepayments.io> or by sending us a message via the Live Chat within your partner dashboard.

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