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How to pull Detailed Transaction Report by GL Account in QBO

This article explains how to access the Chart of Accounts in QuickBooks Online and run a detailed account report to analyze payment activity and associated processing fees.  

For Merchant Services transactions, each customer Payment is assigned a unique Payment ID (displayed in the Num column, e.g., CEN1778746089201).
Any related Journal Entries created for card fees, ACH fees, surcharges, discounts, or deductions will share the same Payment ID. By filtering for Payment and Journal Entry transaction types and reviewing records with the same Num value, users can easily trace a payment and all corresponding fee-related entries. This report can also be exported for further analysis and reconciliation.

 

Step 1: Open Settings

From the QuickBooks Online home page, click the Settings (⚙️) icon in the upper-right corner.

Step 2: Open the Chart of Accounts

From the Settings menu, under Your Company, select Chart of Accounts.

Step 3: Locate the Account

On the Chart of Accounts page, find the account you want to analyze for any expenses

Examples:

  • Card Processing Fees
  • Merchant Fees
  • Bank Charges
  • Accounts Receivable
  • Undeposited Funds
Step 4: Run the Account Report
  • This opens an Account QuickReport containing all transactions posted to the selected account.
  • For each Payment transaction (representing one or more invoices paid together), QBO will display a unique Payment ID in the Num column, for example:

Transaction Type

Num

Payment

CEN1778746089201

Journal Entry

CEN1778746089201

The Payment transaction represents the customer payment applied to one or more invoices.

The corresponding Journal Entry with the same Num value records related payment adjustments such as:

  • Card Processing Fees
  • ACH Processing Fees
  • Surcharges
  • Early Payment Discounts
  • Deductions

Because the Payment and Journal Entry share the same Num value, you can use this field to trace all entries related to a specific payment event.

Example

For Payment ID CEN1778746089201:

Transaction Type

Description

Payment

Customer payment for invoice(s)

Journal Entry

Card processing fee

Journal Entry

ACH fee (if applicable)

Journal Entry

Surcharge (if applicable)

Journal Entry

Discount/Deduction (if applicable)

Tip

To review both the customer payment and all associated fee activity together:

  1. Open the Account QuickReport.
  2. Add a Transaction Type filter.
  3. Select Payment and Journal Entry.
  4. Sort by the Num column.

This makes it easy to identify each payment and its corresponding fee, surcharge, discount, and deduction entries using the shared Payment ID.


Step 5: Open Report Customization

On the report page, click Customize.


Step 6: Filter by Distribution Account

Under Filters:

  • Filter By: Distribution Account i.e the GL account you want to review, Payment date or range
  • Condition: Equals
  • Value: Select the account you want to review

Example:

  • Card Processing Fees





Example: Card Processing Fee Analysis

If your card fees are posted through Journal Entries:

Filters

Filter

Value

Distribution Account

Card Processing Fees

Transaction Type

Journal Entry

Result

The report will display:

  • Fee Journal Entries
  • Fee Amounts
  • Transaction Dates
  • Customer References (if included)
  • Memo/Description fields

You can then:

  • Export the report to Excel
  • Sum total fees paid
  • Calculate effective processing rates
  • Analyze fees by month

This is the most reliable method for determining how much you have paid in card processing fees when fees are recorded through Journal Entries to the corresponding GL account.