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LarryKetch
December 18, 2023
Solved

Payroll Items

  • December 18, 2023
  • 2 replies
  • 0 views

Greetings all, 

 

The issue...from the Profit & Loss Report...when you drill down in our Direct Labor Account and customize by Payroll Items, not all items display correctly. Only certain transactions from only certain items display correctly. Other Payroll Items display only transactions from 9/22 to current. The "missing" transactions from those Payroll Items are appearing in another expense account Payroll Expenses-Other... not one that we set up. When you run specific Payroll Items reports everything shows and totals correctly. I checked all the Payroll Items to what expense accounts they are attached to and they are all correct. They key seems to be associated with the date. Certain accounts don't post transactions to the correct account prior to 9/22. Any help would be greatly appreciated. 

Best answer by BigRedConsulting

@LarryKetch 

RE: Only certain transactions from only certain items display correctly. Other Payroll Items display only transactions from 9/22 to current. The "missing" transactions from those Payroll Items are appearing in another expense account Payroll Expenses-Other... not one that we set up.

 

This is not a sign of data corruption. It will happen when the expense account on an item is changed and then, based on the user's choice, not all data is updated to use the new account. It's considered a feature, so that you have the option of not changing prior year's financial reports, like the P&L.

 

When the data is 'split' and uses different accounts, if you want to change that and make all or more of the data use one account, likely the new account you mention, here's how to do that:

 

1. Edit the payroll item and change the expense account to the old account, "Payroll Expenses" from your description. When prompted, select the option update all of the data to use that account:

 

The Update all option is a little bit misleading.  What it actually does is update all of the transactions that used the prior account, the one the payroll item used before you edited it.  So, after you make this change, the transactions that use the ~"Direct Labor" account are updated, and so if all of the transactions in your file that use the item used only two accounts before, then now all of the transactions that use the item will use the same account.

 

2. Edit the payroll item again and change the expense account to the desired account ~"Direct Labor" in your case.  When prompted, this time select either all transactions or transactions starting on a specific date:

 

 

 

 

2 replies

MJoy_D
MJoy_D
December 18, 2023

I can share some information about running your reports, @LarryKetch. 

 

It's possible that there are some minor data issues with your company file that's why you're having problems with your report. Try running the Rebuild and Verify Utility tool to fix possible data damage on your company file.

 

Please follow the steps below:

 

  1. Open your company file again.
  2. Go to the File menu, then select Utilities and choose Rebuild Data.
  3. Click OK in the QuickBooks Information window.
  4. Wait until the repair is done. Then, click OK.
  5. Then, go back to the File menu and select Utilities and choose Verify Data.
  6. Click OK if QuickBooks doesn't find any problems. Or Rebuild Now if it finds issues with your company file.

 

If you still get the issue persists, let's try running the QuickBooks File Doctor to fix common issues. 

 

  1. Open your QuickBooks Tool Hub.
  2. Select Company File Issues.
  3. Click Quick Fix my File.
  4. Choose OK when it completes and launch your QuickBooks.

 

I'm adding this article for more troubleshooting steps if the error persists after trying the resolution I provided above: Fix data damage on your QuickBooks Desktop company file.

 

Here's a detailed guidance about customizing reports in QuickBooks Desktop. It'll let you customize the data, add or delete columns, add or remove information on the header/footer, and even personalize the font and style of the report.

 

Feel free to post a reply in this thread if you have any additional concerns with your report. I'll be here to help. Have a good one!

L
LarryKetchAuthor
December 20, 2023

Unfortunately, none of the recommended courses of action fixed the problem. Verification found 14 errors, but the rebuild was unable to repair them. I then tried the Desktop Fix, but it found nothing to fix. 

Left: P&L shows the missing Payroll Items in Payroll Expense - Other (QB created, not of of ours)

Middle: From the P&L drill down of Direct Wages (where the missing Payroll Items should be found)

Right: Payroll Items Report shows correctly...missing dated items prior to 9/22 are shown.

This issue is affecting all previous years also. 

 

 

M
Mark_AG
December 20, 2023

Hello there, Larry.

 

I understand the importance of pulling up a Profit and Loss report with complete items. Rest assured, I'm here to help you solve this issue. You'll need to review the issue in the verify build process and then manually correct the damaged data. You might also need to delete and recreate transactions/items, but you'll need to refer to the QuickBooks win log for detailed errors.

 

If the problem persists, you can always contact QuickBooks Desktop support so they can help you find the root cause of this issue and apply a solution.

 

After fixing everything, you can also learn how to customize reports in QuickBooks Desktop to only see specific accounts or use filters.

 

Let us know if you have further questions besides payroll items not showing in your Profit and Loss report. We're always here to help.

BigRedConsulting
BigRedConsultingAnswer
January 3, 2024

@LarryKetch 

RE: Only certain transactions from only certain items display correctly. Other Payroll Items display only transactions from 9/22 to current. The "missing" transactions from those Payroll Items are appearing in another expense account Payroll Expenses-Other... not one that we set up.

 

This is not a sign of data corruption. It will happen when the expense account on an item is changed and then, based on the user's choice, not all data is updated to use the new account. It's considered a feature, so that you have the option of not changing prior year's financial reports, like the P&L.

 

When the data is 'split' and uses different accounts, if you want to change that and make all or more of the data use one account, likely the new account you mention, here's how to do that:

 

1. Edit the payroll item and change the expense account to the old account, "Payroll Expenses" from your description. When prompted, select the option update all of the data to use that account:

 

The Update all option is a little bit misleading.  What it actually does is update all of the transactions that used the prior account, the one the payroll item used before you edited it.  So, after you make this change, the transactions that use the ~"Direct Labor" account are updated, and so if all of the transactions in your file that use the item used only two accounts before, then now all of the transactions that use the item will use the same account.

 

2. Edit the payroll item again and change the expense account to the desired account ~"Direct Labor" in your case.  When prompted, this time select either all transactions or transactions starting on a specific date:

 

 

 

 

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