- The transaction has not been posted, or was posted to a different account (most common)
- The transaction has been previously reconciled
- There is a broken link in the database that needs to be reestablished
If you have established the transaction has been posted to the account you are trying to reconcile and that it has not been previously reconciled, then there is probably a broken link in the database. In the desktop versions of QuickBooks (Windows & Mac), a Rebuild/Restore would likely correct the problem. Unfortunately the Rebuild/Restore function is not available in the QuickBooks Online product. If a transaction is not showing up in the reconciliation session for account LiabilityX, open the transaction and change the account from LiabilityX to any other account. Save and close it, and then open it up again and change the account back to LiabilityX. Refresh your reconciliation session. Your transaction should now be there.
If you have a large number of transactions with broken links that need to be repaired and it will be too time consuming to re-link them one-by-one, then you may want to do one of the following:
- Create a new account of the same type and detail type, i.e. LiabilityX-2, and merge the original account into the new account by changing the name of LiabilityX to LiabilityX-2. You may then change the name of the account back to its original name. In theory, this will fix the link, however it has not worked for me. But it is worth trying first because the next alternative is more involved and requires a special tool.
- Use the Batch Reclassification tool available in the Accountant version of QuickBooks Online to move all of your transactions into a new account you create, and then back into the original account. Some transactions will not be able to be reclassified in this method. For example, if the transaction that needs to be changed includes an account or customer that has been deleted or made inactive, the transaction will not be reclassified. While you may open a transaction that involves a list element (account, name, etc) that has been deleted, you cannot re-save it. For these transactions, you will have to re-activate the deleted account or customer in order to change the account in order to reestablish the broken link. After your transactions are back in the original account and are showing up in your reconciliation session, re-delete the account, customer, vendor, etc. that you had to re-activate.
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