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Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Forum|Forum|3 years ago
April 1, 2023
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Hello, I'm trying to run payroll for my client through Quickbooks Enterprise Solution: Accountant 23.0. I created the checks for the current payroll run, but when I attempted to send them to Intuit for processing, it tells me that the amount to be sent for payroll is $50,000 when the current payroll run is only $11,000. I am then given an error that I cannot send paychecks with dates prior to 03/24/2023. It shows me a list of paychecks from 4 old payroll runs, from July and August 2022. I explored Employees > Edit/Void Paychecks and found that those checks are suddenly marked "no" under "sent to Intuit" despite all of them having cleared the account already.

I restored the most recent backup for this account and everything went back to normal until I tried to run payroll again and ran into the same errors. Has anyone encountered something similar, or can they give a potential solution? I have until EOB 03/31/2023 to run this payroll, but seeing as it is the weekend, can't call support before then, so thought I would try to reach out here.

QuickBooks Enterprise Suite

Best answer by DHeraV

Hi there, Frank.

I can see the urgency to have your payroll checks fixed as soon as possible to get you back in working order. Also, I appreciate you taking the time to perform some troubleshooting steps to isolate the issue.

To ensure that you'll get to sort this out, let's first make sure that your computer's date and time match your paychecks, as the payroll checks might have a missing green light button. Let me guide you on how:

Double-click on the time showing on your computer, on the bottom right of your screen to open up your Date and Time Properties.
On the Date & Time tab, ensure the current date is selected. If the wrong date is shown, correct it.
On the Time Zone tab, ensure the correct time zone is displayed. If this is incorrect, click on the down arrow and select the correct time zone.
Click OK.
Resend the payroll by clicking on Send Payroll Data from the Employees drop-down.

Moreover, in the meantime, I recommend changing the paychecks from direct deposits to live checks. Here's how:

From the QuickBooks Desktop Employee menu, choose Edit/Void Paychecks.
Enter the paycheck date in both the From and Through fields next to Show paychecks dates and hit the Tab key on your keyboard.
Select the check and click Edit at the bottom.
Click the Open Paycheck Detail button below the right corner of the check.
Remove the checkmark for the Use Direct Deposit box.
Click OK.
Remove the direct deposit memo from the Memo field on the paycheck.
Click Save and Close.
Resend the payroll by clicking on Send Payroll Data from the Employees drop-down.
Print the paychecks.

For detailed information, kindly visit: Error: One or more of your paychecks are dated earlier than.

Once it's all done and ready, I suggest contacting our QuickBooks Desktop (QBDT) Payroll Support Experts to check your modified paychecks in QuickBooks.

Additionally, I'll also share this link where you can search for articles that can serve as your reference in managing your QBDT company file: QuickBooks Enterprise Suite Help Articles.

I'm looking forward to getting this resolved. Feel free to leave a reply if you require further assistance with managing paychecks in QuickBooks. The Community team always has your back. Keep safe.

DHeraVAnswer

Hi there, Frank.

I can see the urgency to have your payroll checks fixed as soon as possible to get you back in working order. Also, I appreciate you taking the time to perform some troubleshooting steps to isolate the issue.

To ensure that you'll get to sort this out, let's first make sure that your computer's date and time match your paychecks, as the payroll checks might have a missing green light button. Let me guide you on how:

Double-click on the time showing on your computer, on the bottom right of your screen to open up your Date and Time Properties.
On the Date & Time tab, ensure the current date is selected. If the wrong date is shown, correct it.
On the Time Zone tab, ensure the correct time zone is displayed. If this is incorrect, click on the down arrow and select the correct time zone.
Click OK.
Resend the payroll by clicking on Send Payroll Data from the Employees drop-down.

Moreover, in the meantime, I recommend changing the paychecks from direct deposits to live checks. Here's how:

From the QuickBooks Desktop Employee menu, choose Edit/Void Paychecks.
Enter the paycheck date in both the From and Through fields next to Show paychecks dates and hit the Tab key on your keyboard.
Select the check and click Edit at the bottom.
Click the Open Paycheck Detail button below the right corner of the check.
Remove the checkmark for the Use Direct Deposit box.
Click OK.
Remove the direct deposit memo from the Memo field on the paycheck.
Click Save and Close.
Resend the payroll by clicking on Send Payroll Data from the Employees drop-down.
Print the paychecks.

For detailed information, kindly visit: Error: One or more of your paychecks are dated earlier than.

Once it's all done and ready, I suggest contacting our QuickBooks Desktop (QBDT) Payroll Support Experts to check your modified paychecks in QuickBooks.

Additionally, I'll also share this link where you can search for articles that can serve as your reference in managing your QBDT company file: QuickBooks Enterprise Suite Help Articles.

I'm looking forward to getting this resolved. Feel free to leave a reply if you require further assistance with managing paychecks in QuickBooks. The Community team always has your back. Keep safe.

F

FranklhatsAuthor

Thank you for your response. The time and date on my system is correct. I did already attempt to change the 2022 checks from Direct Deposit to live checks exactly the way you detailed. However, when I did this it affected the balance of my account, putting my payroll account register in the negative for the total of those checks.

E

Ethel_A12

Thank you for getting back to us and letting us know the result of the previous steps provided, @Franklhats.

When you recreate missing or voided direct deposit paychecks sent to employee's accounts, you need an offset item to zero out net pay amount. Your employee will not get paid again. Before making any changes, make sure to create back up. This way, you still have a copy of the data if something went wrong.

Here's how:

From the Lists tab, and select Payroll Item List.
Click the Payroll Item in the lower-left corner and select New.
Choose Custom Setup and select Next.
Click Deduction and choose Next.
Enter the payroll item name. You can use Direct Deposit Offset and select Next.
For Agency for employee-paid liabilities, leave the top two fields blank.
In the Liability Account field, select Direct Deposit Liabilities, then Next.
Set the Tax tracking type to None and click Next.
Make sure there are no taxes selected, and select Next.
Set Calculate based on quantity to Neither and hit Next.
Set Gross vs. Net to net pay and select Next.
Leave the Default Rate and Limit fields blank and select Finish.

To proceed, you can correct the payroll liability balances. Refer to this article for the detailed steps in Step 3: Correct the payroll liability balances.

Go to Employees menu, and select Payroll Taxes and Liabilities
Select Adjust Payroll Liabilities.
The Date and Effective Date should match the check date of the paycheck you just created.
Choose Company Adjustment.
In the Item Name column, select the direct deposit offset item.
In the Amount column, enter a negative amount equal to the DD Offset amount on the paycheck.
Click Accounts Affected.
Choose Do Not Affect Accounts.
Select OK twice.

If you need to contact support, read this article to know the process and check their availability: Contact Support.

Let me know if you need additional assistance about correcting payroll. I'm always here to help. Have a great day.

P

PC2017

We are using Enhanced Payroll on QB 2023 Enterprise for Desktop. We are dealing with this SAME issue this week! Multiple file rebuilds and the problem persists. The final solution per Intuit is to send our file to the Data Service Escalator department which means we might not have our current file for up to 5 days! Crazy. I think there is something on Intuit's side that is causing a bug, but we have spent hours on the phone with Tech Support (multiple technicians) and all they do is rebuild the file while getting the same two errors. Our specific errors are:

Payroll Service Data -- Error (2)

APPROVALS ApprovalsDataLayerAdapter::GetTxnsApprovalStatus trying to read approvalstatus TView: 17 txnStatus:2208550000

We really need to get this fixed ASAP !

20230503-Techead-QB-File-rebuild-results-after-File-Doctor.pdf

F

Fairviewdjc

This is the workaround I used and it did work though it is a pain to do, if you have a lot of checks. QB told me that my paystubs were "stuck" but this came out of nowhere and continued with every weekly payroll for a couple of months. Each week, it pulled data further and further in history. Personally, I think QB has an issue that needs to be fixed and it has nothing to do with us. Anyway, once I did this workaround, I couldn't tell if it fixed it until I ran the next payroll.

CTRL F > Filter on Detail Level > Summary Only > Filter on Online Status > Online to Send > Click Find

All the checks you see supposedly, are stuck, which I don't believe, but that's neither here nor there. You have to click on each check, open it up and add a compensation item and leave the amounts/rates blank. Save it and close and continue down the list and do this to every check. Once you've completed that, you go to the beginning of the list (again) and click on each check and remove that compensation item you added. Once you've removed all of them, send your payroll data (zero payroll is fine). The next time you send payroll data, there shouldn't be any stuck checks/paystubs and old history with the payroll.

I hope this works for you!

P

PC2017

Thank you for this tip....we can try it before we send our file to the Quickbooks "hospital".

P

PC2017

@Franklhats did you ever get this problem resolved? We are having the same issue. I finally unchecked the DD boxes on the offending checks, but also now have that negative balance in our payroll account in QB showing up. I will be working with my bookkeeper this week to see what we can do to "fix" the problem so the balance is back to ZERO, but I am afraid that we might have duplicates of payroll / deductions / taxes, etc.

F

fillthegap

I am having a similar issue. QB desktop not enterprise. We did have an issue with the payroll license but numbers are correct now.

Trying to start direct deposit. All paychecks since the beginning of 2022 are waiting to be sent with $0 amounts. This seems to be keeping payroll from updating correctly. They are all previous paper checks. Direct deposit is not marked on these checks. Payroll support wants me to do a backup, delete all the paychecks which does clear them out of the send window (I tested one). Then restore the backup and he thinks they will no longer show up in the send payroll data window.

Any thoughts on this?

Thanks

R

RoseJillB

Hi there, @fillthegap.

I can share other fixes to rectify the amount on your payroll checks. Before that, I acknowledge the importance of having the correct rates to release accurate amounts with your direct deposits in QuickBooks Desktop (QBDT).

You’re right that the paychecks with zero amounts are the ones that prevent you from updating your payroll properly. Hence, there’s no need to delete them as we can perform additional steps to trigger and sync them to the system. Here’s how:

Go to the Employees menu and select Send Payroll Data.
Verify the amount of the direct deposit is zero in the Items to Send section.
Select Send.
Enter the PIN for your direct deposit.
A successful payroll session will be indicated by a message. The Items Received portion of the Send Payroll Data window displays a confirmation report.

After that, you can start updating your QuickBooks Desktop company file to the latest release including your tax table. This will stay compliant with paycheck calculations and obtain the latest fixes in the product.

Furthermore, you can also pull up a variety of payroll reports in QuickBooks. This will give you a closer look at your employee's total wages, deductions, and tax information in a certain period. For the complete list of available payroll reports and how to pull them up, kindly refer to this article: Run payroll reports.

Keep me posted if you have other concerns or any follow-up questions about payroll. The Community is 24/7 available to help. Have a good one!

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