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Will41
May 16, 2021
Question

Pay check printed and deposited by employee not able to be matched in bank feed, or included in the GL

  • May 16, 2021
  • 1 reply
  • 0 views

I am using Quickbooks Online.

 

The root of the issue I am running into is: how can a cheque be created within the payroll section for an employee, but no related journal entries created 'behind the scenes'. This is what is happening:

 

There were 25 total cheques this past pay period, and 22 of them were matched in the bank feed. However, there are 3 pay cheques which have been printed off and deposited by employees (which can be seen in the bank feed as outflows), that I am unable to 'match' to the related cheque.

 

The cheques can be seen in the payroll section when I click into each employee's profile under 'Payroll' > 'Employees' > 'Pay cheque list'. However it seems these 3 cheques only 'exist' in the payroll module.

 

There is no record of these cheques anywhere else in Quickbooks other than the payroll section: (1) When I look at the payroll expense account, these checks are not included. (2) The checks were printed on the 31st of the month and deposited on the 1st. Therefore I'd expect the cheques to show as outstanding items on the month end bank reconciliation, but they don't show as outstanding items either. (3) When I search for the cheque number in Quickbooks nothing shows up, despite being able to see it in the payroll section.

 

It is pretty clear no journal entry has been made for these 3 cheques for some reason (I'm not sure how this is possible).

 

The solution I am currently thinking of is manual journal entries that then can be matched up to the bank feed, that will hit the proper wage expense accounts and the bank for the net pay. This obviously isn't ideal - are there any better fixes, or ideas of what could cause this issue?

 

Such a strange issue - Thank you for any help! 

1 reply

T
Tammy_H
May 17, 2021

Hi Will41,

 

Thanks for reaching out today. In the QuickBooks Community, when you have questions, we're here to help. The QuickBooks Online Payroll module is meant to save you time that you can spend doing something you love. Occasionally it hits a snag. I have a few suggestions for getting you back on track.

 

The first thing to check is the transaction journal. Check what accounts the checks were mapped to by following these easy steps:

  1. Go to Payroll from the left navigation menu.
  2. Click on View paycheque List.
  3. Select the paycheques, one at a time, by clicking on the blue link under Net Pay.
  4. Click Transaction Journal.
  5. The journal entry shows which accounts the paycheques posted too.

If you see that they are not posting to the correct accounts, you'll need to edit your Payroll accounting preferences. Review this article if you're not sure how: Payroll preferences.

 

In the case that you've checked the account preferences and they're fine, this might be a browser issue. The second troubleshooting step is to clear the cache and cookies in your internet browser. 

 

Follow these steps for refreshing your browser's cache:

You may be required to log out or back into your QuickBooks account between steps. Check if the issue has been resolved.

 

In the event, you're still experiencing the issue after trying these. The last step is to contact a support agent in one-on-one communication so that you can share additional information that'll aid in the troubleshooting process.

 

You can reach an agent by one of these methods:

 

Phone: Call us at 1-855-253-1536 from Monday to Friday between the hours of 9 AM and 8 PM EST.
Schedule a Callback or start a Chat: click (?)Help in the upper right > type and enter "Contact support" into the QB Assistant > click Contact Us > explain your situation > click Let's Talk > choose Get a callback or Start a Chat. 
Social Media: Facebook, Twitter, and Instagram.

 

I'll be here if you have any other questions. Have a great day!

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