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C
cofoadrianna
March 13, 2023
Question

Payroll Expenses showing from Banking & Pay Check

  • March 13, 2023
  • 1 reply
  • 0 views

In Quickbooks under our 'wages' on our P&L, there seem to be duplicate transactions for where the money was withdrawn from our bank and where the payroll check itself (we utilize direct deposit through QBO) was withdrawn from the bank, showing our wage cost as almost double what it should be. Is this something anyone has experience on?

1 reply

J
jamespaul
March 13, 2023

Hello, cofoadrianna.

 

There are several factors why you're seeing duplicate payroll expenses on your Profit and Loss report. I'd be glad to list some of the common ones, then help you take care of them. 

 

The most common reasons include the following:

 

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

 

Looking at the screenshot, I see that those entries have different amounts. Did you create another check within the same pay period? 

 

If so, we can review the Paycheck history report, and review what the checks are for. Go to the Reports page, then search for Paycheck history in the search box. 

 

If these are duplicates, we can pull them up from the Profit and Loss report, then delete them. 

 

Open the entry by clicking on the amount. It should automatically direct you to the Paycheck list page. Simply find the duplicate checks, then check them. Click on Delete to remove them from your books. 

 

It's also possible that these were automatically added by the Online Banking feature. The system could've added those transactions instead of matching them. 

 

So, in this case, we'll want to undo those payroll entries, then match or simply exclude them:

 

  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 be added under the For review tab. Simply click each entry, then select Find match. Locate the matching entry within QuickBooks, then match both transactions. 

 

If you don't want these added, we can exclude them by checking them, then selecting Exclude. 

 

After fixing the duplicate entries, do you also need help paying and filing your taxes within QuickBooks? Feel free to read this article as a guide: Pay and file payroll taxes and forms in Online Payroll.

 

Please let me know if you have more questions about managing the paychecks in QuickBooks. If you have concerns about your sales or expense entries, lay down the details below. I'm here to help. 

C
cofoadriannaAuthor
March 22, 2023

Thank you so much for these insights, James!

It looks like the charges were not mapped correctly to our banking account. We utilize both Quickbooks Payroll and Quickbooks Online, and I have corrected the mapping for moving forward.

From our P&L, it looks like Quickbooks Payroll is showing the net pay, as to where the banking charge is showing the gross pay. Since we have a category set up for payroll tax, we will want our net pay to show on the P&L, so I am thinking we will likely want to remove the Quickbooks Payroll charges from the P&L. Is deleting the paychecks in QBP the only way to do that? If so, will this affect our books?

Thank you again for your thorough response,
Adrianna

MaryLandT
MaryLandT
March 22, 2023

I can help match the downloaded bank transaction to your payroll expenses so there won't be duplicate entries, cofoadrianna.

 

There isn't a need to delete paychecks. Duplicate entries happen when bank transactions aren't matched with what's recorded in QuickBooks Online. That being said, you can undo the money withdrawn from the bank and match it to the payroll expenses in QuickBooks.

 

I'm glad to show you the steps.

 

  1. Go to Bookkeeping, choose Transactions, then Bank transactions.
  2. Click the bank where payroll expenses are downloaded.
  3. Proceed to the Categorized tab.
  4. Find the transaction you want to undo.
  5. Select the blue transaction link in the Added or Matched column to see the matched transaction.
  6. Hit Undo from the Action column.
    This image shows the added or matched column in the Reviewed tab in the Banking menu.

 

 The original downloaded transaction will go back to the For Review tab. Follow the steps in this article to find the match: Categorize and match online bank transactions in QuickBooks Online.

 

You may open this article to view various banking errors and how to fix them: 

 

 

You can mention me in the comment section if you need more payroll tips. I'll be here to back you up always and want to make sure you're able to prevent duplicate entries while managing payroll transactions. Take care and have a wonderful weekdays ahead!

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