Veterinary QuickBooks CleanupThe bank kept less than the batch

The fee left before the money arrived

Processors commonly deposit the net. The day's cards totaled one figure on the clinic screen, and the bank received a smaller figure because the fee was kept on the way. If the books record only the bank amount as income, the fee never appears and the visits look smaller than the day they were.

The fee wants its own line in the same month as the batch. Then the visits, the fee, and the deposit can be seen at once. A month that only shows the net will argue with the visit list forever, and the argument will feel like missing money when it is only a toll.

Money on the way is not income twice

A batch that has been approved and has not reached the bank yet often sits in a holding account, the one many files call undeposited funds. That account is a waiting room. It is not a second recording of the visit. When the deposit clears, the holding account should empty by the same amount, minus the fee if the fee is still inside the gross.

Leaving batches in that waiting room across a month-end makes the bank reconciliation look haunted. Old batches that never clear are a list, not a vibe. We name them. If nobody can say what a batch was, it stays unnamed rather than being assigned to a visit we cannot see.

A locked month does not absorb a late deposit

When a deposit arrives in the open month and explains a day from a month already closed, the explanation is written in the open month. The closed month keeps the closing date it left with. Moving the deposit backward feels neat and breaks the return that already used those numbers.

Refunds work the same way. A refund in the open month is a refund in the open month, even if the original visit was earlier. Netting it silently against an old day makes both months harder to trust.

Bring the batch report and the bank line, and say which month you still have open. We will not guess a fee you cannot see on a statement.

Keep going in the file