QuickBooks Desktop software has always been on the top and has consistently delivered the best to their users and have made accounting so easy for all kinds of entrepreneurs and freelancers. But there are some issues in the software’s different features, which is an integral part of handling accounting or finances. In this blog, you will know more about the Payroll Errors that occur in your favorite software, so please read the whole blog till the very end. Payroll tax returns were prepared and submitted showing no balance due (and no notices were issued to the contrary). 

Payroll, (and inventory addressed elsewhere), are two fields in which QuickBooks is less forgiving. Errors are more likely to be made by customers. Errors are most frequently the product of incomplete or contradictory procedures. The most common error in this field is that there was no use of the Pay Payroll Liability feature; payroll tax payments were entered using Write Checks or Enter/Pay Bill functions instead.

Popular Error: To pay payroll tax liabilities, customers write checks (or use the check register).


  • Payroll liabilities are more significant than expected. 
  • Payroll tax spending is more excellent than expected. 
  • Balance of bank account appears right.

Warnings Minimize Errors

In some cases, QuickBooks alerts users when the prescribed protocols are not followed. Errors are always avoided if users heed the warnings. However, some users will click past these alerts and incorrectly process the payroll because of a lack of understanding of how to do otherwise. For payroll to be created, a customer must first subscribe to one of Intuit’s payroll offerings. A Payroll Setup Tool guides the client through the process once the payroll is installed. When all payroll operations are conducted from inside the payroll menus, QuickBooks payroll works best. 

This entails the payment to the relevant taxing authorities of unpaid payroll taxes. This message warns users of using the wrong form of payment (i.e., Write Checks or Enter/Pay Bills) when attempting to make payroll liability payments, but does not discourage them. The user is led to the Pick Date Range for Liabilities dialogue when the user clicks the Pay Payroll Liabilities button in the warning message. The message guides the consumer to create a payroll liability search using the Pay Payroll Liabilities feature. 

Find Payroll liabilities wrongly paid

The Find Improperly Paying Payroll Liabilities tool in the Client Data Analysis produces a report of all manual search transactions encoded for a Payroll Tax vendor. The entries made in the Payroll Center outside of the Pay Scheduled Liabilities feature are seen.

Correcting Errors in Payroll Liability Payment

Using two ways, payroll tax liability payments can be corrected. Next, if a check or bill payment has been used to cover a payroll obligation, decide if a bank reconciliation has cleared the check or bill payment check. If not, by choosing Workers > Payroll Taxes & Liabilities, pay Scheduled Liabilities, cancel the current statement or bill that bears the payroll liabilities and reconstruct the check correctly. If the check or bill payment check has been used, and the review has been cleared in a bank reconciliation, the second approach should be used. If the check or bill payment check is cancelled, it will impact the bank reconciliation. Using a Journal Entry is never a preferred way to correct. Instead, it should be used to correct the Payroll Liability Adjustment option.

Clearing Off Past Due Obligations to Get the Red Out

The Pay Scheduled Liabilities segment might have red overdue amounts showing when none exists in the Payroll Centre. The sums of liabilities appear in the section when payroll is created and are reduced only when the method of paying scheduled liabilities is used to pay the taxes owed. The liabilities shown as due will not be reduced if the penalties have been reported by some other form, such as a check being written and coded to the Payroll Liabilities account. 

  • First of all, check that the liabilities were paid. 
  • From the Pay Scheduled Liabilities pane, select the appropriate item below and press the View/Pay button.
  • Adjust the check number to zero in the Liability Bill- Checking window. 
  • For the same accounts already listed with a negative sum to offset the admission, add additional lines in the expenses area. 
  • As a guide, provide the check number used to pay the liabilities in the memo section. 
  • The effect will be offsetting sums to the accounts of liabilities that will clear the Pay Scheduled Liabilities window but will not impact the general ledger’s statements.
To End With

To summarise, QuickBooks Desktop software has always been surrounded by different errors and issues, and the common payroll errors in QuickBooks is another thing that has been reported a lot of late. This blog’s whole idea is to make you aware of the Common Error that occurs in QuickBooks Payroll and the symptoms and fixes. Hope that this blog helps you to resolve all these issues.  

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