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Unpaid Payroll Liabilities Not Showing in the "Pay Liabilities" Tab

Forum|Forum|5 years ago
March 23, 2021
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I have unpaid payroll liabilities from Q1 to Q3 2019. I know for certain, they were never paid.

When I run the "Payroll Liability Balances" report, I can see the unpaid amounts and can confirm they were never paid. However, when I go to the "Pay Liabilities" in the Payroll Center, these liabilities aren't showing up. It only is showing back as far as Q4 2019.

I'm really needing them to show up so I can make liability payments against them.

I have already ran the "verify data" and "rebuild data" utilities in hopes of fixing this issue, with no results.

QuickBooks Desktop Payroll

Best answer by BigRedConsulting

RE: I have unpaid payroll liabilities from Q1 to Q3 2019. I know for certain, they were never paid.

They're probably too old. To prevent an ever-increasing list of unpaid liabilities (classically, sometimes for a few cents, when payment forms suggest a different amount to pay than was withheld) QuickBooks drops unpaid liabilities from the payroll center after about 18 months from their due date.

You can still see them by using the old pay liabilities feature that was in place before the payroll center was built. To do this, start at Employees | Payroll Taxes & Liabilities | Create Custom Liability Payments. When prompted, enter the date range of the Paychecks that created the liabilities you want to pay and then continue. You can adjust the dates on the second window that will appear, and be sure they're accurate or the resulting liability payments will be dated for the wrong accrual/payment period.

Tori B

Hey there, @ebo8302.

Thanks for reaching out to the Community for support. I'm happy to lend a hand with your payroll liabilities.

I recommend making a liability adjustment. You can create liability adjustments to correct employee's year-to-date (YTD) or quarter-to-date (QTD) payroll info. I've included some steps below to create a liability adjustment.

From the Employees menu, choose Payroll Taxes and Liabilities, then click on Adjust Payroll Liabilities.
Fill in the required fields.
Select the employee.
Complete the Taxes and Liablitles fields.
Choose Accounts Affected and then OK.

Please know that adjusting payroll liabilities can be tricky. It's best to consult with your accountant as they know what's best for you and your business. If you don't have an accountant, don't sweat. You can find one here in our Resource Center.

For more in-depth details about entering payroll liability adjustments, check out Adjust payroll liabilities in QuickBooks Desktop.

Please let me know if you have additional questions or concerns. I'll be here every step of the way. You can reach out to the Community at any time. Take care!

E

ebo8302Author

But... I'm not wanting to adjust them. They genuinely need paid.

They show as unpaid on all reports.

The only place they're not showing is on the tab where I would normally pay them from (Payroll Liabilities tab).

I can confirm they weren't paid by a regular check or thru bill payments.

I know it's bad practice to pay payroll liabilities by either of these methods. Which is why I need them to reappear on the Payroll Liabilities tab so I can pay them.

M

mv32

Thanks for your prompt response, @ebo8302.

I'll help you make the tax liabilities for Q1 to Q3 reappear on the Payroll Liabilities tab.

If you're planning on using E-Pay to pay through Payroll Liabilities, it won't go through for prior payments. Also, you're unable to E-File forms on historical periods.

For record-keeping purposes, you can delete those recorded tax liability payments made from Quarters 1 to 3 in 2019. This is the only way to reappear them on the Payroll Liabilities tab.

Also, ensure to take note of the details or backup your payroll data before doing this step. This way, you can easily restore it in case of data issues.

Here's how to delete the tax payment:

Go to Lists and then select Chart of Accounts (COA).
In the COA window, double-click the account you use to pay the liabilities.
Find and then right-click on the transaction in question.
Select Delete Check or Delete Bill/Pmt- Check.

Once done, go back to the Payroll Liabilities tab to view the Q1 to Q3 2019 tax liabilities.

I'd also recommend consulting with your accountant for professional advice. If you don't have one, you can find an accountant near your place.

The steps shared by my colleague, Tori B can also help clear the tax payments in the Payroll Liability tab. Clicking the Accounts Affected button and selecting the Do not affect accounts will help resolve differences.

Please let me know how it goes. I'm always here to help. Stay safe and healthy.

H

heymoeshell

I am now having the same issue. I have unpaid quarterly taxes on which I am making payments. They were always on my Pay Liabilities window and I would make payments towards balance due and the amount due would be updated. Now they are just gone from the window. I too do not need to make an adjustment to the amount owed as it is correct. I just need to go in and make my monthly payments towards the balance due.

H

heymoeshell

I am now having the same issue. I have unpaid quarterly taxes on which I am making payments. They were always on my Pay Liabilities window and I would make payments towards balance due and the amount due would be updated. Now they are just gone from the window. I too do not need to make an adjustment to the amount owed as it is correct. I just need to go in and make my monthly payments towards the balance due. I need to make sure my payments are applied to the correct tax liability quarter/year.

JessT

Hi heymoeshell,

You can check the payment schedules of your liabilities. They could have been changed. Just follow the steps in my previous answer above.

Payment or an adjustment could've already been applied to your liabilities that's why they are gone. You can check for payments or adjustments by going to Employees, Payroll Center, and hitting the Transactions tab. From there, you can check the Liability checks, Liability adjustments, or Year-to-date adjustments list to look for payments dated this calendar year or last calendar quarter.

If you can't find any, you can run the Payroll Liability Balances report. Adjust the date range, and click the TOTAL balance to see the details per lability item. There should be a liability check adjustment that has been applied to them.

I also included an article about paying a liability using a check or creating a custom payment in my answer above.

If you have other questions in mind about your taxes, you can always go back to this thread.

H

heymoeshell

I ran the liabilities report and it shows the correct balance that is outstanding. However, it just will not show in my liabilities to pay list.

BigRedConsultingAnswer

RE: I have unpaid payroll liabilities from Q1 to Q3 2019. I know for certain, they were never paid.

They're probably too old. To prevent an ever-increasing list of unpaid liabilities (classically, sometimes for a few cents, when payment forms suggest a different amount to pay than was withheld) QuickBooks drops unpaid liabilities from the payroll center after about 18 months from their due date.

You can still see them by using the old pay liabilities feature that was in place before the payroll center was built. To do this, start at Employees | Payroll Taxes & Liabilities | Create Custom Liability Payments. When prompted, enter the date range of the Paychecks that created the liabilities you want to pay and then continue. You can adjust the dates on the second window that will appear, and be sure they're accurate or the resulting liability payments will be dated for the wrong accrual/payment period.

H

Heidi1

I am having the same issue, I went into payroll center and did the other activities, click on the create custom payments and found the payment I needed to make for a wage garnishment. What I have not found in all of the responses on here is why is this not showing up under pay taxes &toher liabilities. What have I entered wrong or what step did I not do that the payment is not listed in that box?

Can anyone help me with that. Thank you, heidi

Nicole_N

It's nice to have you here in the Community, @Heidi1. I can surely help you out.

Let me share some information about why your payroll liabilities not showing in the Pay taxes and other liabilities tab.

There are some reasons that we need to consider:

Payroll is not updated.
There is a liability payment posted for that liability period.
There is underlying data damage in QuickBooks.

To check on this, you may need to go on your payroll liability report. This report shows if you have existing unpaid liabilities.

Here's how to open the report:

Go to the Reports menu and choose Employees & Payroll.
Select Payroll Liability Balances.
Update the report date based on your liability schedule.

On the report, you will know if there is a pending liability to pay. Positive numbers mean there is a liability balance, and negative figures indicate an overpayment. A zero balance means that a liability has been paid.

To review the incorrect posting of liability payment, double-click the amount on the liability. Doing so will reveal the liability history and payment details.

If you see an overlapping liability payment, you can correct the dates to update your balances.

We also need to make sure that you're able to download the latest tax table update version, 22116. You may follow the steps provided by my colleague above, MaryLandT.

If the issue persists, you can run the Verify/Rebuild Data tool. It identifies common data issues within a company file that causes the liability not to show.

Please leave a comment down below if you have other QuickBook payroll liability questions. I'd be glad to assist. Stay safe and have a good one!

L

lelkins

I had the same problem with supplemental insurance not showing up on the "Pay Liabilities" Tab. I was able to resolve it with the following steps:

Under Employees Click on Payroll Taxes and Liabilities

Click Edit Payment Due Dates/Methods

Click Benefits and Other Payments

Click Schedule Payments

Click Change Frequency to fit your payment schedule

I hope this helps!

I don't think the QuickBooks Techs were understanding our question or issue!

A

AnitaL-PA

This just happened to us also. It was because the new liability we setup didn't have a schedule, so the payment screen didn't show it as being due. When you setup a new tax category, Quickbooks presents a message that says "You could setup a schedule now" with just a button that says OK and closes the window. QB doesn't tell you the implications of not creating a schedule or give you an option of taking you to the screen where you have to create the schedule. It's located under manage payment methods on the pay liabilities screen of the employee center.

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