QuickBooks Desktop Deposit Sync Error: Payment Not in the Payments to Deposit List

A Deposit that Maxio sends to QuickBooks Desktop can fail when one of the Payments it contains was already deposited outside of that sync. QuickBooks Desktop rejects the whole Deposit with an error similar to There was an error when saving a Deposit line. QuickBooks error message: The given record number is not in the Payments to Deposit list.

Why a payment posts outside Undeposited Funds

Maxio sends each Payment to QuickBooks Desktop as its own transaction without specifying which account it should land in. When Maxio's Deposit sync step later runs, it links the Deposit to that Payment using the Payment's own QuickBooks transaction ID, the same way QuickBooks Desktop links a bank deposit to a payment already sitting in its Payments to Deposit list. That link only works while the Payment is still in Undeposited Funds.

A Payment falls out of Undeposited Funds in one of two ways. QuickBooks Desktop's Use Undeposited Funds for Deposits preference (Payments > Company Preferences) can be unchecked, so newly received Payments post directly to a bank account instead of Undeposited Funds. Or someone can deposit the Payment manually in QuickBooks Desktop, through the Make Deposits window, before Maxio's own Deposit sync step runs. Either way, the Payment is no longer in the Payments to Deposit list by the time Maxio tries to link a Deposit to it, and QuickBooks Desktop returns the error above.

Return the payment to Undeposited Funds

Fix this in QuickBooks Desktop, since the Payment's account assignment already exists there and Maxio has no way to move it after the fact.

WARNING: Undoing a bank deposit in QuickBooks Desktop can affect a bank reconciliation that already includes it. Check with whoever reconciles that account before making this change.

To move the payment back to Undeposited Funds in QuickBooks Desktop

1. Open the bank account register or the Make Deposits window for the account the Payment was deposited into.
2. Find the deposit that includes the affected Payment. If the deposit contains only that Payment, delete the deposit. If it contains other payments too, remove just that Payment's line from the deposit.
3. Open Banking > Record Deposits and confirm the Payment now appears in the Payments to Deposit list.
4. Run a sync from Maxio so the Deposit sync step can send the Deposit again.

Keep future payments in Undeposited Funds

To stop this from recurring, turn on QuickBooks Desktop's Use Undeposited Funds for Deposits preference (Payments > Company Preferences) so every Payment, whether entered directly in QuickBooks or synced from Maxio, posts to Undeposited Funds by default.

Related information

For the full account setup and behavior behind Deposit syncing, including this Undeposited Funds preference, see Sync QuickBooks Payments and Deposits.

For the QuickBooks integration settings that must be configured before Deposits can sync at all, see Configure QuickBooks Integration Settings.