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Deanna86
November 29, 2021
Question

How do I restore a "deleted" employee? This is not the same as making them "active."

  • November 29, 2021
  • 5 replies
  • 0 views
I cannot issue a payroll paper check to this employee who is listed as "Active" in payroll but as "deleted" in the QuickBooks system.

    5 replies

    K
    Kurt_M
    November 29, 2021

    Thanks for reaching out here in the Community, @Deanna86. Allow me to share what I know about your query.

     

    It might be difficult to let go of an employee. However, it's critical to take efforts to ensure that your data are accurate.

     

    Here’s how to change employee statuses:

    1. Issue the final paycheck.

    You can refer to this article to know more about how to create and give your employee their final paycheck. Once you do, you can update their employment status.

     

           2. Change an employee status.

     

    Terminated employees are not shown in your active payroll list. On the other side, their profile and pay records are retained in your accounts and reports.

     

    To delete an employee profile, here’s how:

    1. Go to the Payroll menu and select the Employees tab.
    2. Select the employee’s name. If the employee isn’t on the list, select All employees from the Active Employees dropdown.
    3. Select Edit Employee and then click Delete employee.
    4. Select Yes to confirm the deletion.

    Always know that you can get back to me anytime if you still have other concerns with regards to this. It’ll be my pleasure to help you with your query. Have a good one!

     

    D
    Deanna86Author
    November 30, 2021

    I deleted an employee earlier this year who no longer worked for me. I recently added them as a new employee and created a paper paycheck for them. They are "active" in payroll, however when I search for their name, it appears as "deleted." 

     

    I received the following payroll sync error:

     

    • You can’t modify transactions for deleted employees. If you didn’t mean to delete them, restore the employee and then modify. If you did mean to delete them, undo the transaction.

    How do I restore an employee?

    T
    TirzahC
    November 30, 2021

    I'm here to help you inactivate and recover deleted employees in QuickBooks Online (QBO), Deanna86. 

     

    If you want to see the list of Inactive and Active employees, you can go to your Employees list and after you found it you can active and restore the employee. 

     

    To inactivate an employee in QBO, feel free to follow these steps:

     

    1. Go to the Payroll menu and select Employees.
    2. Choose Inactive Employees and then, select the Make Active if necessary.

     

    Let me share the following articles to learn more about managing your workers' information and lists in QuickBooks Online. These resources include instructions on how to restore a deleted element:

     

     

    Please let me know if you have further questions or concerns. I'll be here every step of the way. As always, you can reach out to the QuickBooks Community anytime you need a helping hand. Take care!

    T
    Tommy75
    July 12, 2022

    Hello, 

    Did you ever get a good answer to your question? The answers that I did see do not address your question. Very frustrating. 

     

    Thank you  :' )

    D
    deborahjtappan
    September 22, 2022

    I received this message also and it was dated 08/22/2022. Funny part is I have not deleted anyone and I pulled a audit log and no one was deleted. So what do you do then??

    D
    deborahjtappan
    September 22, 2022

    When I finally got through the audit log and it is showing this person deleted and she was not deleted she was terminated and then rehired. So why is the sync not fixed

    A
    Amanda_137
    September 29, 2022

    Hi @BeccaTwig, I was dealing with the same "deleted" employee issue. Quickbooks support was finally able to help me today - they had to "sync our account" on their end - there was nothing I could do on my end.

     

    Our issue: we had terminated an employee in quickbooks online then re-hired and changed their status to active. The employee showed "Active" in payroll and paychecks were being funded but were not showing up on the profit and loss statement. I chatted to QBO support: "I'm seeking help on how to restore a deleted employee. The employees profile is "active" in payroll but there are still paycheck sync errors.", they synced the account & after refreshing it was taken care of for us.

     

    Hope this is helpful for you! Good luck.

     

      A
      Amanda_137
      September 29, 2022

      Hi Becca, I was dealing with the same "deleted" employee issue. Quickbooks support was finally able to help me today - they had to "sync our account" on their end - there was nothing I could do on my end.

       

      Our issue: we had terminated an employee in quickbooks online then re-hired and changed their status to active. The employee showed "Active" in payroll and paychecks were being funded but were not showing up on the profit and loss statement. I chatted to QBO support: "I'm seeking help on how to restore a deleted employee. The employees profile is "active" in payroll but there are still paycheck sync errors.", they synced the account & after refreshing it was taken care of for us.

       

      Hope this is helpful for you! Good luck.

        C
        crestnursing
        January 25, 2023

        I had the same issue with QBO. Deleted employees upon re-hire were not showing up on the Weekly Timesheet dropdown or Payroll/Profit Loss Statement.

        Solution: Payroll Technical department had to 1. resync my account and 2. re-instate the deleted employee.

        That solved it.

        J
        Jwgreen
        August 21, 2023

        I am having the same issue and when I contacted QB help, the agent argued with me that the employee was not in my payroll and then disconnected the chat. I need to restore a deleted employee, she shows she is active but she is not showing up on my employee list.

        K
        Kevin_C
        August 21, 2023

        Hello there, @Jwgreen. I'm here to provide some information about how restoring employees works in QuickBooks Online (QBO).

         

        In QBO, you can completely delete an employee if you haven't run a payroll for them. If you've already generated paychecks for them, you'll want to double-check the status of your employees on the list instead. Then, follow these steps to proceed to reactivate them:

         

        1. Go to Payroll, then Employees.
        2. Select All employees or Inactive Employees from the Active Employees ▼ dropdown.
        3. Click your employee, then tap Start or Edit from Employment details.
        4. From the Status ▼ dropdown, select Active to reinstate them.
        5. Hit Save to confirm.


        However, if they don't have any paychecks and you've deleted them from your account, you can add them back to your employees' list. Here's an article for your additional guidance: Add your new employee to QuickBooks Payroll.

         

        You can also invite your employees to QuickBooks Workforce so they can access their paystubs online.

         

        Additionally, you can run payroll reports to give you a closer look at your employee's total wages, deductions, and tax information for a certain period of time.

         

        Let me know if you have additional questions or concerns about managing your employees or payroll transactions in QBO. I'll be here to lend a helping hand.

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