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Adjust QuickBooks Payroll Liabilities

How to fix common Payroll errors in QuickBooks

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

The most frequent 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 cover payroll tax liabilities.


Payroll Liabilities are more than expected
Payroll Tax Expense is more than expected
Bank account balance appears correct
Warnings Reduce Errors

QuickBooks does warn users in many 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 on how to complete otherwise.

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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 your client through the process.

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

This message warns but does not prevent users about utilizing the wrong style of payment (for example., Write Checks or Enter/Pay Bills) when trying to make payroll liability payments. As soon as the user clicks the Pay Payroll Liabilities button in the warning message, the user is directed to the Select Date Range for Liabilities dialog. The message directs the consumer to utilize the Pay Payroll Liabilities feature to create a payroll liability check.

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Find Incorrectly Paid Payroll Liabilities

In the Client Date Review, the Find Incorrectly Paid Payroll Liabilities tool, generates a report of all the manual check transactions coded to a Payroll Tax vendor. The entries made outside of the Pay Scheduled Liabilities function when you look at 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 pay a payroll liability, determine if the check or bill payment check happens to be cleared in a bank reconciliation. Or even, void the current check or bill this is certainly paying the payroll liabilities and recreate the check correctly by selecting Employees > Payroll Taxes & Liabilities, then Pay Scheduled Liabilities.

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

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Having the Red Out – Clearing Out Past Due Liabilities

The Pay Scheduled Liabilities section in the Payroll Center might have red overdue amounts showing when none exist. The liabilities amounts appear when you look at the section when a payroll is generated and are only reduced as soon as the Pay Scheduled Liabilities method is used to cover the taxes due. If the liabilities were recorded through every other method, such as for example a check being written and coded to the 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 from the Pay Scheduled Liabilities window as shown below and click the View/Pay button.

3. In the Liability Payment – Checking window, replace the check add up to zero.

4. Add additional lines within the expenses area for the same accounts already listed with a bad add up to counterbalance the entry.

5. Include the check number actually used to pay for the liabilities in the memo section as a reference.

6. The result is supposed to be offsetting amounts to your liabilities accounts which will clear the Pay Scheduled Liabilities window, although not affect the general ledger accounts.

Additional Areas to Troubleshoot Payroll Errors

Significance of Payroll Item Account Mapping

Payroll items must be assigned a merchant account so payroll transactions could be properly recorded within the general ledger. Errors in the set up of the payroll item mapping could 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. Make use of this report to ensure the desired General Ledger account is being used. Double-click on any item to produce changes. Changes may be placed on all transactions, future and prior, only prior transactions from a date forward or no prior transactions.

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Reconciling Payroll Transactions within the Bank Reconciliation Process

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

Locating Non-Payroll Transactions

Users sometimes override error message and record transactions that should appear on payroll reports. Identifying these ahead of the payroll tax returns have decided and filed can save the full time to amend or correct these payroll returns later on.

Through the Employees menu, choose Employee Center, then the Transactions tab. Out of this area, find the Non-Payroll Transactions as well as in the Date area, find the time frame which is why the payroll reports are now being generated.

Shown within the example below is a non-payroll check issued to Gregg. Whilst the check can be recorded properly, this check can also be recorded improperly. This review is likely 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 be generated from this section. However, checks are often created directly through the register or via Write Checks. The Pay Scheduled Liabilities section in the Payroll Center will be incorrect. Start to see the having the Red Out—Clearing out Past Due Liabilities section earlier for detail by detail instructions on the best way to correct these entries.

If the liabilities should be adjusted plus the banking account happens to be reconciled in QuickBooks, another way to improve the liability is through selecting Employees > Employee Center > Payroll tab and choose Related Payment Activities > Adjust Payroll Liabilities. The Liability Adjustment window appears and changes may be made either to or perhaps not to impact the General Ledger accounts depending on how the checks to pay the liabilities were originally written.

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