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SusanaAl
September 6, 2023
Question

Payroll Expense and Direct Deposit duplicates

  • September 6, 2023
  • 1 reply
  • 0 views

On reconciling my account it appears that my payroll shows as a duplicate. Once as a payroll expense: wages and the second references "DD" direct deposit payable.  How can I correct these duplicates and which one is the correct one to reconcile?  I would think it would be the one under payroll expenses wages.

 

    1 reply

    AlcaeusF
    AlcaeusF
    September 6, 2023

    Hi SusanaAl,

     

    Thank you for posting here in the Community space. I'm here to help you reconcile payroll in QuickBooks Online.

     

    You need to review your accounts in QuickBooks to match your bank and credit card statements. First, check the payroll mapping of your accounts to determine the posting of your payroll transactions.

     

    Here's how:

     

    1. Click the Gear icon in the upper-right corner.
    2. Select Payroll settings under Your Company.
    3. Scroll down and review how payroll transactions are mapped.

     

    Once checked, you'll know what transactions are created automatically by our system. It may be possible that the duplicate is an added transaction from your bank feeds. You can undo added transactions in Banking and exclude them to avoid duplicates in payroll.

     

    Additionally, you can use this guide anytime you need help doing or fixing a reconciliation in QuickBooks. I've attached an article you can visit to view our complete reconciliation guide: Learn the reconcile workflow in QuickBooks.

     

    Feel free to reach out if you have more questions about reconciling an account. We'll be here to assist you. Have a great day ahead.

    S
    SusanaAlAuthor
    September 8, 2023

    Hi AlcaeusF,

    I did check my payroll settings and I see where my paychecks are all posted to wages expense.  None of these duplicates appear in my bank feeds and are automatically created by your system.  Additionally, I always try to find a match or exclude them if that happens to be the case to avoid getting duplicates when reconciling.  So what is creating this duplicate when I go to reconcile my account and I see two exact amounts for payroll? Except one shows as payroll expense the other as a direct deposit but same dollar amount?

     

    DHeraV
    DHeraV
    September 8, 2023

    I appreciate you taking the time to share more details of your concern, @SusanaAl. 

     

    Let me provide you with a list of common factors that might be causing duplicate payroll transactions in QuickBooks Online Payroll (QBOP). 

    Here are the primary causes:

     

    • Another check was created during the same pay period.
    • The system added them by mistake (due to incorrect payroll mapping).
    • Entries are added by the Online Banking system.

     

    If you've created another check within the same pay period, you can review the Paycheck history report and what the checks are for.

     

    Here's how: 

     

    1. Go to the Reports page,
    2. Then search for Paycheck history in the search box.

     

    If you determine that these are indeed duplicates, you can run the Profit and Loss report and proceed to delete them.
     

    To access the entry, here's how:

     

    1. Click on the corresponding amount to redirect you to the Paycheck list page.
    2. Locate the duplicate checks and mark them for deletion.
    3. Click on the Delete option to remove them from your records.

     

    It is also possible that these transactions were automatically added by the Online Banking feature. The system might have added these transactions instead of matching them.

     

    In this case, we need to undo those payroll entries and either match them or exclude them. Kindly follow these steps:

     

    1. Go to the Banking page, then click the connected bank's widget.
    2. Go to the Categorized tab.
    3. Check those added checks, then click Undo.

     

    They should now appear under the For review tab. Simply click on each entry, select Find match, and locate the corresponding entry within QuickBooks. Then match both transactions.

     

    If you do not want these transactions to be added, you can exclude them by checking them and selecting Exclude.

     

    Additionally, I'm including a link to guide you on paying and filing taxes in QBO:: Pay and file payroll taxes and forms in Online Payroll.

     

    Kindly notify me how this goes by leaving a comment below. I'm around the clock and ready to provide you with the necessary assistance.

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