Skip to main content
A
AcctnAsst
May 3, 2019
Solved

How to fix payroll error in QuickBooks Desktop?

  • May 3, 2019
  • 2 replies
  • 0 views

Hello QuickBooks Desktop community,

I am seeking for some guidance on how to correct a payroll error that happen (2) payrolls ago. We have two employees with the same name and I accidentally switched their hours when I processed payroll, therefore, one of the employees was underpaid and the other was overpaid. With the employee that was underpaid, I immediately wrote a manual check according to the amount that our payroll company stated that we still owed him. However, for the employee that was overpaid, we were not able to collect the overpayment until this past payroll. I am aware that there are probably some adjustments to be made to both this employee's paycheck in QBks and payroll liabilities account in order to correct this error in QBks and, in order to, reconcile our bank account. Please provide me with a step-by-step guide to correct this error and be able to reconcile our bank account. Thank you in advance for your help - very much appreciate it!  

Best answer by JonpriL

Hi @IamjuViel,

Thank you again for getting back to me. This is what I had initially done but I was advised by one of your team members to delete the check and following the steps in the first response when I published the post. 

My other concern is why do I still show the amount that we overpaid the other employee when I attempt to reconcile our checking account if the employee already paid us back through a deduction on their paycheck. Do you think you can help me with this as well?


Hi @Stewart Engr,

 

You can create a journal entry so you can correct the balance of your checking account. I'm here to help you accomplish this.

 

To start with, the above troubleshooting steps shared by my colleague is to correctly record your taxes liability in QuickBooks.

 

Now, you'll have to contact first your payroll provider to confirm the amount you've overpaid to your employee.

 

Once done, you can create a Journal Entry to remove the overpaid amount in your checking account. Here's how:

  1. Go to Accountant.
  2. Select Make General Journal Entries.
  3. Enter the DATE and the ENTRY NO. of your journal entry.
  4. Choose your checking account and payroll account under ACCOUNT column.
  5. From the CREDIT column, enter the overpaid amount for your checking account.
  6. For the DEBIT column, enter the overpaid amount for your payroll account.
  7. Enter the name of your employee.
  8. Click Save & Close.

This way, you can correct the balance of your checking account and reconcile it from there.

 

In addition, here's an article you can read to learn more in creating a journal entry: Record a Journal Entry.

 

However, I'd still recommend contacting your accountant for further guidance in handling the amount you overpaid to your employee and also your reconciliation.

 

As always, you can visit our Help Articles page for QuickBooks Desktop if in case you need to learn some "How do I" steps.

 

It'll be always my pleasure to help if you have any other concern. I'm always around ready to help.

2 replies

JaneD
JaneD
May 4, 2019

We're glad to have you here, AcctnAsst.

 

Thanks for joining the Community. Let's work together and go through your payroll concern one at a time.

 

Since you wrote a check for the underpaid employee, I suggest deleting it and creating a manual paycheck. This is to let QuickBooks Desktop calculate the liabilities that should be withheld. Before doing so, please create a backup copy of your company file.

 

Then, follow these steps to create an unscheduled paycheck and enter the net pay, so the system calculates the gross amount:

  1. Click on Employees.
  2. Choose Payroll Center.
  3. Click on Start Unscheduled Payroll.
  4. Set the Pay Period Ends and Check Date fields.
  5. Choose the employee that was underpaid.
  6. Select the Handwrite & Assign check numbers radio and enter the number.
  7. Click on Open Paycheck Detail.
  8. Mark to select the Enter net/Calculate gross checkbox.
  9. Enter the amount in the Check Amount field.
  10. Click on Save & Close.

For visual reference, I've attached some screenshots below.

 

 

 

 

You can also check out this article for further guidance: Gross up a paycheck in QuickBooks Desktop Payroll.

 

On the other hand, let's create a deduction item and enter it on the payroll of the employee in question. Here's how:

  1. Go to List.
  2. Choose Payroll Item List.
  3. Click on the Payroll Item drop down.
  4. Choose New.
  5. Select Custom Setup (allows editing of all settings; recommended for expert users) and click on Next.
  6. Choose the Deduction (Union Dues, 401(k) deferral, Simple IRA, HSA) radio button and click on Next.
  7. Enter the name of the deduction item and click on Next.
  8. Set the Agency for employee-paid liability window and click on Next. The, select None as the Tax tracking type.
  9. Click on Next until the Gross vs. net window. Then, choose the net pay radio button and click on Next.
  10. Click on Finish.

I'm attaching some screenshots to help you with creating the item.

 

 

 

 

 

That should do it. Please let me know if you have further questions. I'll get them answered for you.

A
AcctnAsstAuthor
May 8, 2019

Hi JaneD, 

Thank you for providing me with this step-by-step guide. However, when I go in to the Payroll Center I do not show a "start unscheduled payroll button. Please see the photo enclosed. 

 

Please note: our company does not actually use Intuit's payroll service to process payroll. We use a third-party payroll service company. We only use Intuit's payroll service for faster recording-keeping purposes rather than entering our payroll information manual. 

R
Rosalva
February 27, 2021

Hola recientemente compre Quickbooks Desktop Pro Plus 2021 y no puedo me dice un error Pre-IPD error podrias ayudarme quiero agregar a mi programa el servicio de payroll mi numero de telefono es [phone number removed] gracias por su ayuda. 

 

R
Rea_M
February 27, 2021

I'm here to ensure you're able to add a payroll service to your QuickBooks Desktop (QBDT) Pro Plus 2021 program, @Rosalva. This way, you can effectively manage your employees and pay them accordingly.

 

A QuickBooks Payroll Service is a subscription you need to activate to enable the payroll features in your QBDT software. You may have an inactive service key or payroll account that's why you've received the error message. To check this, let's go to the Service Key page and make sure your service key is active. Here's how:

  1. Go to the Employees menu.
  2. Select Payroll, and choose Enter Service Key or Manage Payroll Service Key.
  3. If you have an existing payroll subscription, you are prompted to specify if you want to add this file to your payroll subscription. Select Skip to go to the Service Key window, or Add File to add this file to an existing Payroll subscription.

 

To learn more about this, you can refer to this article: Activate QuickBooks Desktop Payroll.

 

When your service key and payroll is active and you're still getting the error message, I'd recommend contacting our Payroll Care team. They can securely pull up your account, identify the cause of the issue, and guide you with a fix.

 

Also, I'm adding this article to further guide you in starting using your new payroll service with QBDT: Get started with Payroll (QuickBooks Desktop section). It includes topics about running payroll, pay/file federal and state taxes, and updating your tax table, to name a few.

 

Additionally, here's an article to learn more about the Payroll Services in QBDT: QuickBooks Payroll Services and Features for QuickBooks Desktop. 

 

This post is created in English. Then, translated into Spanish using the Google Translate tool.

 

Please let me know if you have other payroll concerns or inquiries about adding the payroll service to QBDT. I'm just around to help. Take care always.

 

Estoy aquí para asegurarme de que pueda agregar un servicio de nómina a su programa QuickBooks Desktop (QBDT) Pro Plus 2021, @Rosalva. De esta manera, puede administrar eficazmente a sus empleados y pagarles en consecuencia.

 

Un servicio de nómina de QuickBooks es una suscripción que debe activar para habilitar las funciones de nómina en su software QBDT. Es posible que tenga una clave de servicio inactiva o una cuenta de nómina, por eso recibió el mensaje de error. Para verificar esto, vayamos a la página Clave de servicio y asegúrese de que su clave de servicio esté activa. Así es cómo:

  1. Vaya al menú Empleados.
  2. Seleccione Nómina y elija Ingresar clave de servicio o Administrar clave de servicio de nómina.
  3. Si tiene una suscripción de nómina existente, se le pedirá que especifique si desea agregar este archivo a su suscripción de nómina. Seleccione Omitir para ir a la ventana Clave de servicio o Agregar archivo para agregar este archivo a una suscripción de nómina existente.

 

Para obtener más información sobre esto, puede consultar este artículo: Activate QuickBooks Desktop Payroll.

 

Cuando su clave de servicio y su nómina están activas y aún recibe el mensaje de error, le recomiendo que se comunique con nuestro equipo de Payroll Care. Pueden abrir su cuenta de forma segura, identificar la causa del problema y guiarlo con una solución.

 

Además, estoy agregando este artículo para guiarlo aún más a comenzar a usar su nuevo servicio de nómina con QBDT: Get started with Payroll (QuickBooks Desktop section). Incluye temas sobre cómo administrar la nómina, pagar / presentar impuestos federales y estatales y actualizar su tabla de impuestos, por nombrar algunos.

 

Además, aquí hay un artículo para obtener más información sobre los servicios de nómina en QBDT: QuickBooks Payroll Services and Features for QuickBooks Desktop. 

 

Esta publicación está creada en inglés. Luego, traducido al español usando la herramienta Google Translate.

 

Por favor, avíseme si tiene otras inquietudes sobre la nómina o consultas sobre cómo agregar el servicio de nómina a QBDT. Solo estoy para ayudar. Cuidar siempre.

 

Terms & ConditionsAccessibility statement