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H
HH Payroll
October 17, 2023
Question

Paid payroll liabilities now showing overdue after payroll update

  • October 17, 2023
  • 3 replies
  • 0 views

We are using QuickBooks Enterprise Desktop. The problem occurred sometime after the 9/29/2023 payroll run. I completed our weekly payroll & liabilities; everything was current. When I went to process the weekly payroll and liabilities the following week, on 10/04/2023, I noticed I had overdue Taxes and liabilities ranging from Aug 2022 to Jan 2023. All our liabilities are current and showed current before this glitch. No adjustments have been made per the audit trail. Has anyone experienced this glitch? How do I fix this without going into each payment and making modified adjustments to clear them out?  Is QuickBooks aware of this problem? I want to make sure our payroll records are clean without abnormalities.

3 replies

Nicole_N
Nicole_N
October 17, 2023

I appreciate your time and effort in posting your concern about overdue liabilities in QuickBooks Desktop (QBDT). I've got some information on why this happened.

Before doing so, can you tell me how you recorded the paid liabilities in QuickBooks Desktop? Even though you have paid them, the liabilities may appear overdue for different reasons:
 

  • Liabilities were paid but never entered into QBDT
  • Liabilities were paid through Write Checks or Bill Payment
  • Liabilities were overpaid in one period and underpaid in a prior period
  • Paid through date is after the check date
  • Paid through date crosses into next year
     

Depending on the reason for your case, you can utilize this article for fixes: Fix overdue or red scheduled liabilities in QuickBooks Desktop. This article tackles the ways to fix the issue based on how you entered the transactions.


I've also included these links for future reference in filing tax forms and payments: 

 

 

Please comment below if you have any other questions about managing your payroll liabilities. I'll return here as soon as possible to help you again.

H
HH PayrollAuthor
October 17, 2023

Neither of the reasons you described above are applicable. As for how we record a liability payment in QBDT After paying a liability online, the payment is recorded by going to the payroll center, going to the pay liabilities tab, then by selecting the payment we wish to record, then clicking the view/pay button, then unchecking the "to be printed" dialog box, and entering the confirmation number for the payment as our check number. The liabilities are reconciled against the bill to match, and then we account for rounding, and or discounts to clear the notification that a balance is due. 

 

1.) If the payment wasn't recorded upper management would inquire as to why the payment had not been recorded when reconciling the bank account.

2.) We/I NEVER use the just write-a-check to record a liability payment

3.) No balance is carried over or under, it must be cleared per our upper management

4.) Not applicable in this instance, as all liabilities were clear prior to an update

5.) No payment crossed into another year see answer above.

 

I've been using QBDT for 15 years and I've never reconciled and cleared liabilities become unreconciled with NO  Audit Trail? 

    R
    rvrfrf
    October 17, 2023

    Thanks for following up with the Community, HH Payroll. I appreciate you performing Nicole_N's recommended troubleshooting.

     

    Since none of the scenarios mentioned in Nicole_N's post or our Fix overdue or red scheduled liabilities article apply to your situation, and cleared liabilities are becoming unreconciled with no audit trail logs explaining why, I'd recommend getting in touch with our Customer Care team.

     

    They'll be able to pull up the account in a secure environment, conduct further research with you, and create an investigation ticket if necessary.

     

    They can be reached while using QuickBooks.

     

    Here's how:

     

    1. In your top menu bar, go to Help, then QuickBooks Desktop Help.


       
    2. Click Contact Us.


       
    3. Enter a brief description of the issue in our Ask a question (or tell us what's wrong) field, then hit Continue.


       
    4. Select We’ll contact you for a callback or Message Us to start an instant messaging session.

     

    Be sure to review their support hours so you'll know when agents are available.

     

    I'll be here to help if there's any questions. Have an awesome day!

    M
    Mr Greg
    October 17, 2023

    Hey @HH Payroll , 

     

    If you're still struggling with the problem, Contact Quickbooks Helpline team at 8̼OO8̼4S9666

    K
    kdodd
    November 26, 2023

    This happened to me as well, and around the same time, right after the last update.  Not only is it telling me that our October liabilities are past due (they were paid using e-pay on Nov. 3 which thankfully I printed a receipt of the transaction) but it's also showing that I'm overdue in running the past 2 payrolls (which were in fact run, and direct deposited into employee accounts).  Those transactions have completely disappeared from the payment history, like they never happened. And they've been replaced with red flags and past due alerts. I don't necessarily want to go in try to void them or whatnot just to make them go away, what I want is for it to show that they were paid, and paid on time, with no discrepancies. I've never had this issue before.

    Nicole_N
    Nicole_N
    November 26, 2023

    Thanks for sharing your concern about paid liabilities in QuickBooks Desktop, @kdodd. I'll share some insights about why it appears overdue with red flags.

     

    Liabilities may appear overdue or red for some reason. In your case, it could be that they were paid but never entered into QuickBooks. To rectify it, enter the payment in Pay Scheduled Liabilities or enter the payment using the Enter Prior Payments option in the YTD Adjustment window. Here's how:
     

    1. Select the Help menu. Then choose About QuickBooks. And press Ctrl+Alt+Y.
    2. Choose the date range. Then select Next until you see the Create Payments button.
    3. Under Item Name, select the drop-down arrow. Choose the item you need to create a prior payment for.
    4. Verify the dates and update as necessary.
    5. Select Done.

     

    If you've entered the payment but it disappeared from the payment history, I recommend reaching out to our QuickBooks Support team for assistance. They have the necessary tools to pull up your account securely and investigate the root cause of the issue.

     

    Here's how to contact them:
     

    1. Open QuickBooks.
    2. Go to Help, then select QuickBooks Desktop Help.
    3. Select Contact Us.
    4. Enter a brief description of your issue, then select Continue.
    5. Choose to chat with us or Have us call you.

     

    Make sure to check their support hours so you'll know when agents are available. If you're unable to reach out to Intuit through your books, you can also get in touch through our website.

     

    I've also included these links for future reference in filing tax forms and payments: 

     

     

    Let me know in the comments below if you have any other questions about managing your payroll liabilities. I'll return here as soon as possible to help you again.

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