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Z
Zenbutcher
November 11, 2022
Solved

Quickbooks deleted an old paycheck and is now out of balance

  • November 11, 2022
  • 1 reply
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I have Desktop 2018. I found my account out of balance vs the month end reconciliation of 10-31-22 which was exactly what my bank balance statement was.  I did an audit trail and nothing then checked the voided/deleted transactions and found that Admin deleted the very first check ever written by Quickbooks which was my paycheck from September 2018.  Problem is I am the Admin, no one else uses QB, and to boot I was not even in the office on Nov 2 when the transaction took place.  QB not only deleted the check but then added it back in to the payroll account.

 

What I got looks like this:

Deleted Transaction  - amount is 0

Changed Transaction - amount is xxxx.xx

Changed Transaction - amount is xxxx.xx

Added Transaction - amount is xxxx.xx

 

Amy account balance is now off in the amount of that check written in Sept 2018.  How do I bring everything back into balance?

Best answer by Rainflurry

@Zenbutcher 

 

Re-create the deleted paycheck and enter the details from your screenshot - check #17651, dated 9-4-18, amount $1332.88, assign the Payroll account (as shown in your screenshot) to the check.  That should bring everything back into balance. 

1 reply

MariaSoledadG
MariaSoledadG
November 11, 2022

Let me guide you on how to fix your reconciliation so everything will go back to balance, Zenbutcher.

 

Normally, once you've already saved your reconciliation, QuickBooks doesn't have the option to do any changes to your account unless it was done by another admin. You'll want to do a mini-reconciliation so you can fix everything. But before doing so, I still recommend reaching out to your accountant to guide you through the process. To start, you'll have to fix transactions in a bank account. Here's how:

 

  1. Go to the Banking menu and select Reconcile.
  2. Select the bank account with the transactions you need to reconcile.
  3. In the Date of Statement field, enter the date for an "off-cycle reconciliation." This date can be any date between your last reconciliation and the next scheduled one.
  4. In the Ending Balance field, enter the balance of your last successful reconciliation. Then select Continue.
  5. In the Reconcile window, check off the transactions you are fixing and re-reconciling.
  6. Make sure the Difference field shows $0.00.
  7. When everything looks good, select Reconcile Now.

 

Once done, QuickBooks asks if you want to Create a Payment Check or Create a Bill to Pay Later after you select Reconcile now. To know more about how you'll be able to do this, you can check this article for more details: Reconcile Previously Deleted And Re-Entered Checking Or Credit Card Transactions. 

 

Furthermore, to ensure that your QuickBooks Desktop account is protected, you'll want to reset your admin password. This is to ensure that only you have the access to your account. I've added this article so you'll have a quick reference with the process: Reset Your Password For QuickBooks Desktop.

 

Fill me in if you have any concerns with your reconciliation. I'm always right here to help you anytime.

    Z
    ZenbutcherAuthor
    November 16, 2022

    Hello Maria - no this does not work.  I am not needing to do a reconciliation.  My bank account is not linked to QB.  I also do not reconcile in QB monthly.  I just manually reconcile the month ending bank balance to my month ending Expense Account Operations QB account off the books.


    Please see the attached file.  This is where I am off.  It has added $1,332.88 to my Expense Account Operations balance.  Every month ending is now different from the inception in September 2018 to the last month ending October 2022.  Each has an additional $1,332.88 from the original correct balance.  

     

    How do I get rid of this?

     

     

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