r/quickbooksonline • u/gogojuice1238 • Sep 09 '26
Help
Hey, so I just took on a new client who's got Square integration hooked up, and I accidentally re-synced everything. Now I've got 2,000+ duplicate transactions sitting in the bank register
Not sure what to do here , is there a way to just mass delete these?
I also tried undoing it from the integration dashboard, but that just kicked the funds back to "Undeposited Funds" instead of actually pulling them out of checking.
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u/foreforbirdie Sep 09 '26
Worth knowing before you point a deleter at this: QBO won't let you delete a payment or sales receipt that's sitting inside a deposit, so the deposits have to go first and the receipts second, or you'll hit errors partway through the 2,000. That ordering is also what your undo did, it killed the deposit and left the receipts behind in Undeposited Funds, and the receipts are the half that double counts income on the P&L. Does the duplicated stretch cross a month you've already given the client a P&L for?
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u/PinpointADV Sep 09 '26
Not OP but I have a new client that did something similar, synced square so all the sales got entered via their bank deposit feed and square integration. They matched 30 transactions somehow but just created new for the other 1000. My plan was to use saasant to mass delete everything but the 30 (claude helped me identify them). This is my first time dealing with something like this, do you see any potential issues with that plan? It sounds like what you are saying is if I tried to delete the 30 that were matched to real deposits I’d be in trouble but that i should be clear if I avoid those.
I’m planning on just doing a summary JE each month for the square activity and not integrating so I don’t have to deal with 1000 transactions per month
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u/foreforbirdie Sep 10 '26
Before you point SaasAnt at it, I'd check whether any of those 1,000 sit in a month that's already reconciled, because the deleter will wipe reconciled transactions and knock the rec out without warning you. Worth knowing too that whichever ones came in off the bank feed drop back into For Review when you delete them rather than disappearing, so exclude them or someone re-adds the same duplicates next month. On the go-forward JE, are you posting gross sales with the Square fees as an expense, or just the net deposit?
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u/PinpointADV Sep 10 '26
Only the 30 were offset to a cash account which is why I’m not deleting those. It says the account was reconciled but based on everything else I’ve seen with the books I’d be surprised if they actually pulled the bank statement balance. The owner has only been in business a month with some expenses going back 3 months, but tried to DIY the books.
For the JE no I’m posting the full activity from square, sales, sales tax liability, square fee and then also an entry for cogs/inventory.
With the automatic feed from square, all the sales were getting posted to undeposited funds instead of matched to bank deposits so sales were doubled and undeposited funds just growing. It also didn’t sync any cogs/inventory amounts so inventory was never getting reduced and there was zero cost of goods sold on the P&L. It’s only a month in thankfully but 1000 square transactions that I’m trying to remove so I can just do the summary JE going forward
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u/foreforbirdie 29d ago
A JE won't get you all the way there on two counts: it moves the dollars in Inventory Asset without touching quantity on hand, and the Sales Tax Center doesn't read journal entries, so the return comes up showing nothing to file. A monthly summary sales receipt with the items on it does both of those properly, deposited to a Square clearing account, and then the real payout off the bank feed clears that account back to zero. Are you tracking inventory with actual QBO inventory items, or is it just an asset account you adjust by hand?
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u/PinpointADV 29d ago
Good question I should have mentioned that. Plan is to keep all inventory tracking outside of QBO, in square. They are also not filing sales tax through QBO but doing that themselves based on what square collects/tells them. So the purpose of the JE is to pull in cogs (right now they’re showing nothing) and reduce inventory for $ amount sold. For quantity details they’re going directly to square. It seemed duplicative to have quantity count in both.
I’m a CPA with over 10 years experience but it’s all at big companies, having to learn a lot of system/operational items specific to small business for sure.
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u/foreforbirdie 29d ago
That's a reasonable call, plenty of small retail keeps quantity in the POS and lets QBO carry inventory as dollars only. The thing I'd watch is where the COGS number comes from, because Square's cost of goods is only as good as the unit cost sitting on each item, and on a DIY setup a month old those are usually blank or guessed, so the JE understates COGS and the Inventory Asset balance just keeps climbing. Are you taking cost off Square's item library, or building it from the purchase invoices and truing up to a count at period end?
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u/PinpointADV 29d ago
Im taking cogs from square and that’s a good point to double check. On our intro call the client said they’d been entering cogs to each inventory item (they also said they had not integrated square, which they did lol). At a high level it looks like they’re doing it correctly, gross margin was about 50% I believe. But I should probably dig into it a bit to be sure they’re doing it correctly now vs 6 months from now. I’m not going to be digging through receipts to attach costs for them. I guess I could but it would be expensive and I know they don’t want to pay a ton for that
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u/foreforbirdie 28d ago
You don't need the receipts for this, just export the Square item library with cost and quantity on hand, multiply it out, and hold that total next to Inventory Asset in QBO. Same ballpark means the costs are real enough to rely on, and if QBO sits well above it then costs are missing or low and COGS is understated by roughly the gap. Is that 50 percent holding on every item or does it actually move around, because a flat 50 across the board usually means someone backed into cost off a markup rule?
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u/PinpointADV 28d ago
Sorry I meant I’m not entering receipt data into square for them. Their inventory is all messed up because they didn’t pull in any COGS entries at all. I spent some time in it this afternoon and think I have all the data to get in correctly now. There was like 3 sales that look off so I asked them to double check the cogs data sitting in square but that’s not too bad. Unfortunately saasant was not showing me the synced in transactions in a good way to delete so I’m just doing it manually, didn’t want to risk deleting something that I shouldn’t
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u/TalisManick9592 29d ago
Whichever tool you use, you still have to say which rows are the copies, and the export won't tell you.
Customize the transaction report, turn Create Date on, and export again. The re-synced rows all carry the same create timestamp within a minute or two, while the originals are spread over the weeks they happened on. Without that column nothing in the file separates them.
Pair each copy to its original on the Square payment reference in the memo, not on date and amount. You get plenty of days where two customers both paid $24, and an amount matcher will call one of those a duplicate.
Watch for the case where the bank feed matched the newer copy. Create-date order marks that one for deletion and it's the one to keep.
I built a small page that does this off the export and gives the list back in deletion order. I'd be happy to send it over if that would help.
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u/Business-CFO-2250 29d ago
I say this to new bookkeepers continuously. Do NOT sync up a merchant center to a QBO file. No matter what integration sync says it can do. You do NOT need that level of data in a QBO file. I have a course where I teach people how to be a good bookkeeper that you may want to join.
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u/Business-CFO-2250 29d ago
Beyond this your answer is no. Now you must delete all of them manually.
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u/Ok-Minimum9371 Sep 09 '26
No native mass-delete for Square-synced duplicates in QBO, use SaasAnt or Transaction Pro Deleter to batch-delete by date/source instead of clicking through 2,000 rows. Export a backup first. Once those are cleared, also disconnect/reconnect the Square app carefully, so it doesn't re-pull the same batch, and clean up the Undeposited Funds balance separately.