Payroll Not Working In QuickBooks

Just how to fix common Payroll errors in QuickBooks

Payroll tax returns have now been prepared and filed showing no balance due (with no notices towards the contrary have been received) Payroll, (and inventory discussed elsewhere), are two areas where QuickBooks® is less forgiving and clients are more likely to make mistakes. Most often the errors would be the results of incorrect or inconsistent procedures.

The most typical error in this region is the fact that the Pay Payroll Liabilities feature was not used; rather payroll tax payments were entered using Write Checks or Enter/Pay Bill functions.

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Common Error: Clients Write Checks (or use check register) to pay payroll tax liabilities.

Symptoms:

Payroll Liabilities are more than expected

Payroll Tax Expense is greater than expected

Bank account balance appears correct

Warnings Reduce Errors

QuickBooks does warn users in several occasions when the recommended procedures are not followed. If users heed the warnings, errors are often avoided. However, some users will click past these warnings but still process the payroll incorrectly perhaps for too little understanding as to how to do otherwise.

A client must first sign up to one of Intuit’s payroll offerings for payroll to be established. Once payroll is installed, a Payroll Setup Tool walks the customer through the procedure.

QuickBooks payroll is most effective when all payroll activity is performed from inside the payroll menus. This includes paying accrued payroll taxes to the respective taxing authorities. If the company has written checks or used the Enter/Pay Bills entered bills functionality to cover these liabilities, and also the QuickBooks-created Payroll Liabilities account was assigned, the next warning message appears:

This message warns but will not prevent users about making use of the wrong types of payment (i.e., Write Checks or Enter/Pay Bills) when attempting to make payroll liability payments. When the user clicks the Pay Payroll Liabilities button within the warning message, the user is directed to your Select Date Range for Liabilities dialog. The message directs an individual to make use of the Pay Payroll Liabilities feature to create a payroll liability check.

Find Incorrectly Paid Payroll Liabilities

When you look at the Client Date Review, the Find Incorrectly Paid Payroll Liabilities tool, generates a study of all of the manual check transactions coded to a Payroll Tax vendor. The entries made not in the Pay Scheduled Liabilities function within the Payroll Center are displayed.

Correcting Payroll Liability Payment Errors

Payroll tax liability payments can be corrected via two methods. First, if a check or bill payment was used to cover a payroll liability, determine if the check or bill payment check has been cleared in a bank reconciliation. If you don't, void the current check or bill that is paying the payroll liabilities and recreate the check correctly by selecting Employees > Payroll Taxes & Liabilities, then Pay Scheduled Liabilities.

The 2nd method should be used if the check or bill payment check was used and that check has been cleared in a bank reconciliation. In the event that check or bill payment check is voided, the bank reconciliation with be affected. Using a Journal Entry is not a preferred method to result in the correction, instead the Payroll Liability Adjustment option ought to be used to help make the correction.

Obtaining the Red Out – Clearing Out Past Due Liabilities

The Pay Scheduled Liabilities section when you look at the Payroll Center may have red overdue amounts showing when none exist. The liabilities amounts appear into the section when a payroll is generated and are also only reduced once the Pay Scheduled Liabilities method is employed to pay the taxes due. If the liabilities were recorded through virtually any method, such as for example a check being written and coded to your Payroll Liabilities account, the liabilities shown as due will not be reduced.

1. First, verify that the liabilities have now been paid.

2. Select the appropriate item through the Pay Scheduled Liabilities window as shown below and click the View/Pay button.

3. In the Liability Payment – Checking window, change the check amount to zero.

4. Add additional lines into the expenses area for similar accounts already listed with a bad amount to counterbalance the entry.

5. Include the check number actually used to pay for the liabilities when you look at the memo section as a reference.

6. The effect will be offsetting amounts to your liabilities accounts that will clear the Pay Scheduled Liabilities window, although not impact the general ledger accounts.

Additional Areas to Troubleshoot Payroll Errors

Significance of Payroll Item Account Mapping

Payroll items must certanly be assigned a merchant account so payroll transactions can be properly recorded within the general ledger. Errors in the set up of this payroll item mapping can be located through a Payroll Items Listing report. Select Reports > Lists > Payroll Item Listing report. This report shows the payroll earnings, deductions, and tax items along with the current tax table limits and rates. Utilize this report to guarantee the desired General Ledger account has been used. Double-click on any item to make changes. Changes could be put on all transactions, future and prior, only prior transactions from a date forward or no prior transactions.

Reconciling Payroll Transactions when you look at the Bank Reconciliation Process

The Intuit payroll subscription should determine whether all federal and state payroll tax forms for filing can be found within QuickBooks. If you or perhaps the client is preparing the payroll, it is advisable to first complete the lender reconciliation to ascertain any payroll liability payments which may have not cleared and handle them accordingly.

Locating Non-Payroll Transactions

Users sometimes override error message and record transactions which should appear on payroll reports. Identifying these before the payroll tax returns are prepared and filed can save the full time to amend or correct these payroll returns in the future.

Through the Employees menu, choose Employee Center, then the Transactions tab. From this area, find the Non-Payroll Transactions and in the Date area, choose the time frame for which the payroll reports are increasingly being generated.

Shown when you look at the example below is a non-payroll check issued to Gregg. Although the check can be recorded properly, this check can also be recorded improperly. This review is going to make that determination.

Creating Payroll Liability Checks Directly within the Checkbook Register

To properly process payroll liability checks, select Employees > Employee Center > Payroll tab, then View/Pay Scheduled Liabilities. Payroll Liability checks must certanly be generated out of this section. However, checks in many cases are created directly through the register or via Write Checks. The Pay Scheduled Liabilities section into the Payroll Center will be incorrect. Look at Getting the Red Out—Clearing out Past Due Liabilities section earlier for detail by detail instructions on how to correct these entries.

If the liabilities must be adjusted therefore the bank account has been reconciled in QuickBooks, one other way to fix the liability is by selecting Employees > Employee Center > Payroll tab and choose Related Payment Activities > Adjust Payroll Liabilities. The Liability Adjustment window appears and changes could be made either to or not to affect the General Ledger accounts depending on the way the checks to pay the liabilities were originally written.

NOTE: Choose Try not to affect accounts in the event that General Ledger is correct overall and may never be affected. This situation would arise if the client paid the most suitable number of the payroll liability and used the correct General Ledger coding on the checks written to the taxing authorities, but simply would not write the checks correctly utilizing the Pay Scheduled Liabilities area of QuickBooks.

In the example shown above, we are deciding to impact the Liability and Expense Accounts. The following dialog box appears. The overall ledger is going to be update with the adjustment.

Payroll Not Working In QuickBooks

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