Bill payment posted from correct account but shows wrong account

We appreciate you reaching out here in the Community space. We'll help you through this to ensure the bill payment transaction shows the correct bank account inside QuickBooks Online (QBO).

You can cancel a scheduled bill payment and then re-create it while ensuring it pulls the funds from your preferred account when paying bills. However, know that the cancellation should be before midnight on the withdrawal date noted in the confirmation email sent to you after scheduling the bill payment.

1. Access your QuickBooks Online company file.
2. On the left navigational bar, click the Expenses tab and then select Bills.
3. Select Show Bill Pay payments.
4. Choose the scheduled bill payment from the list, then select View details.
5. Click Cancel this payment.

For further guidelines, please see this page: Learn about QuickBooks Bill Pay for QuickBooks Online.

Once done, re-create the transaction while ensuring details that you've added is on point. This way, it pulls the funds from the correct account and will reflect accurately inside the bill payment details.

If you're unable to cancel it, we recommend contacting our Customer Care Team so they can help you fix it. See this page for more details: Contact Payments Support.

Moreover, here are some articles about handling expenses and running a report to see all payments you've made to your vendors inside the program:

• Enter and manage expenses in QuickBooks Online
• Run a report with vendor totals in QuickBooks Online

Our team will be around to extend a helping hand to ensure the account used when handling bills through Bill payment is correct. Keep safe, and have a nice day.

That won't help as the payment posted already. 

The money was taken out from the correct account but it does not show that in quick books.

See screenshot here https://ibb.co/0J6dhyC 

That won't help as the payment posted already. 

The money was taken out from the correct account but it does not show that in quick books.

See screenshot here 

I appreciate you returning to this thread and providing a screenshot. Let's discuss why it shows a different account after the payment.

Since the payment was withdrawn from the correct account, let's verify if the account name is correctly configured in QuickBooks Online by checking the Chart of Accounts (COA):

1. Sign in to your QBO account.
2. Go to the Settings icon on the upper right corner of the page.
3. Select Chart of Accounts.
4. Select the account in question, then click View Register dropdown.
5. Click on Edit.
6. Re-name the account name if found incorrect.
7. Ensure that the Account Type and Detail Type are both correct.
8. Once done, click Save.

Furthermore, let's run a report with vendor totals in QBO and see all payments you made to a specific vendor for business expense insights. 

Feel free to keep us posted if you require further assistance paying bills or any QuickBooks concerns. Take care.

I do not understand what you are not getting. As I said before the account names and account is set up correctly, something is wrong with quickbooks for posting it In QuickBooks as if it was taken out from another account. 

I am not sure why that was not clear from my previous comments.

Thanks for checking back with us, @Mr Y.

I appreciate your patience as we work through this together. 

If you don't mind my asking, is the account you're referring to a sub-account? I've seen in the past where customers run into this same issue. Typically it happens when the user chooses a sub-account of the main account. QuickBooks can recognize it as the main account and show the funds there instead of the sub-account. 

I'll be sure to keep an eye out for your reply. Please don't hesitate to let me know if you have any additional questions or concerns. Chat with you soon! 

No, it is not a sub account. 

Thanks for confirming that this is not a sub-account. Let me join this thread to help you contact our support in QuickBooks Online to report this unusual issue within the payment delivery receipt.

Ensuring all the entries in your bill payments match the details on your payment receipts plays an essential part in your business. This alignment helps maintain accurate records and prevents potential issues down the line.

Since the Payment Delivered Receipt doesn't align with the account shown in the Pay To section of your bank's Bill Payment. I suggest contacting our QuickBooks Online support team. They will look into this and review the root cause of this unusual issue.

1. Go to Help.
2. Select the Search tab, then choose Contact Us.
3. Type in your issue or concern in the field.
4. Hit Continue.
5. Click the Chat or Callback option.

For more information, refer to this article for the perfect time to contact them: QuickBooks Online Support hours.

Additionally, I'll include an article outlining how to track vendor payments within a specified timeframe: Run a report with vendor totals in QuickBooks Online.

We are still here if you need assistance regarding your bill payments, vendors list, or reports in QuickBooks Online. Just write it down anytime. Take care.

@Mr Y Were you able to figure this out? This just happened to me. I changed my bill pay to a different bank account. The payment went through with the proper account, but QB registered the bill payment with my previous bank account.

So now there is a discrepancy between my two bank accounts. And I cannot match the real transaction with the bill. I'm getting the same error message when I try to unmatch, delete, or change the bank info under "chart of accounts" since the payment has already process.

No, I was not able to fix it in a normal way and QuickBooks support is almost useless, and did not help except by giving some generic answers.

I've encountered the same situation several times in the past and again today. Has there been any resolution to this problem?

I finally got in touch with quickbooks support over the phone. They told me that you can create a journal entry and manually make the changes.

@ChristineJoieR  Do you have any resolution to this situation? I've encountered this problem several times in the past and have 3 new transactions today with the same scenario. I've taken great care to verify that I'm scheduling the bill payment from the correct bank account. The bank feed is accurate but it doesn't match up to the payments because QBO posts the payment to the wrong bank account. Since the scheduled transaction has been processed, I can't make any changes or delete the payment. Obviously, this is a situation that needs to be addressed by Quickbooks.

@Remxed  That's what I've been doing. However, that's not a solution; that's a patch. Quickbooks needs to address this problem and come up with a solution. It would be nice if we could edit the scheduled transaction after it has been incorrectly posted. 

@Mr Y  RE: I do not understand what you are not getting.

The Intuit rep would have to have actually read and understood your question, and would have to know how QuickBooks works, in order to answer it.

That's rather a tall ask.

I find it rather disturbing how this premium price offering is so deficient in this particular regard. Of course, the programmers had their reasons for locking it down so tightly.

OTOH, I believe MUCH better guidance on how to deal with the consequences of end-user errors is needed. When time-saving technology causes so much wasted time it can engender increased bitterness and resentment (in the direction of Intuit). 

I think you know what I mean.

I had the same thing happen to me as well. Did they at least let you know what kind of journal entry to make? Can you share what you did as a journal entry?

@JoshuaParsley1984  As far as JEs go, it's fairly straightforward.

If a bill was actually paid out of Bank A but shows as coming out of Bank B, then the problem is simply with the bank balances.

So, you debit Bank B for the problem amount (to raise its balance back up) and credit Bank A for the problem amount (to lower its balance to what it should be).

If QBO has it, a transfer function would be a better option; QB is a bit weird at times with sourcing JEs for reports.

Either way, both of these actions will leave Bank A with a deduction to use for its reconciliation and Bank B with an entry that will offset the erroneous deduction back to 0, allowing Bank B to be reconciled.

@JoshuaParsley1984  Here's a screenshot of the journal entry I made to correct one of several inaccurate occurrences. I paid bill by ACH via QB from my COGS acct. All the reports that I pull up in QB confirm that I initiated the payment from the correct account. However, the payment was taken from my OPEX acct. The JE adjustment is simple to do, but I don't understand why it has to be done at all! 

Unfortunately, once the transaction has posted in the wrong account, either a journal entry or editing the unmatched transaction in the bank feed seems to be the only correction available.

 I may have stumbled on the answer but still need to test it. We recently changed bank accounts and had the same issue. Bill Payments posting the the wrong account register even though we made sure the correct account was selected throughout the process of selecting the bills and scheduling payments. I have attached a couple a screen shot that may be helpful.

1) When you get to the first Bill Payment screen, confirm the correct bank account and select the bills you want to pay.

2) In the next window, again confirm the correct bank account, but also click on "select account"

3) This will bring you to a pop up window to actually select the account. Just to the right is a drop down window showing were the transactions should post in QuickBooks. Edit if necessary. (It does seem the system will remember the selection for the next time you pay bills)