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Level 2

Changing payroll journal numbers removes the entries from some reports such as the transactions without GST report. How do I get them to show in the reports again?

And to avoid the need to go back and change the number in the first place is there a way to allocate a non-sequential journal number when finalising a payrun?
In my previous accounting software I  numbered journals as GJYYMMDD - being the date of the journal.
Is it possible to have the system ask me for a journal number rather than QB automatically allocating the next numerical sequence?
Get that it may not be possible, and maybe another habit i have to let go of post migration but just thought I'd check first.
4 Comments
Moderator

Re: Changing payroll journal numbers removes the entries from some reports such as the transactio...

Hi, Hinton Painting.

 

Let's try to review the Journal entry to see if there are other changes made. This way, you'll be able to verify if it's not only changing the payroll journal number that causes this to not show in the reports.

 

With regards to journal number sequencing, it's a default and system generated, therefore QuickBooks automatically allocate the next numerical sequence. 

 

Let me know how this turns out. I'll be around if you need more help.

Level 2

Re: Changing payroll journal numbers removes the entries from some reports such as the transactio...

Thanks Glinette,

Audit trail on the journals shows the only change is to the Journal number.

So it is definitely the change in journal number that removes it from the search parameters for the report generation but for the life of me I can't imagine why this would be.

 

Transactions are still without GST so they should be imported into the report as such.

 

Interestingly I have just had a similarly caused issue with the PAYG with-holding when attempting to lodge my latest BAS.  I was doing some end of year housekeeping, tidying things up before sending my file to the accountant, and changed the journal number on 2 payruns from the last BAS quarter which was already lodged.  No figures where altered, just the journal numbers however the 2 payruns suddenly showed up in the PAYG with-holding amendments report as being changed, with the full amount of PAYG identified as changed (as a negative).  The flow on affect of this was that when attempting to prepare this quarters BAS it was then incorporating this amendment amount into the PAYG tax calculations and generating an incorrect figure.   I was unable to override this and with  QB support we had to unlodge the previous BAS - re-lodge it to acknowledge the journal changes in that period, rel-odge it, thus removing the amendment and allowing me to prepare and lodge the current BAS correctly.

 

As far as I can see this seems to be an issue strictly linked to changing the journal numbers of payrun journals (which are automatically created with the next sequential number when finalising a payrun).  I have altered other journal numbers and while this will cause them to be listed in the GST amendment report, it will be as a $0 alteration line indicating that the change was unrelated to the BAS outcome. And I have never had them disappear from reports at all, that I've noticed.

 

I'm wondering if it has something to do with the process of exporting the journals from Keypay to QB, as although it is not something I can see or access to check, updating the journals post-import in QB means that they are then different from those stored in Keypay for the transaction.  It is obviously a one way data exchange from Keypay to QB not a 2 way sync of data so alterations in QB are not updated. 

 

Hopefully you will be able to confirm my assumptions so I can consider my work around options.

Moderator

Re: Changing payroll journal numbers removes the entries from some reports such as the transactio...

Hi @Hinton Painting

 

Let me join in your discussion with my colleague @GlinetteC, it did help me understand the issue with your detailed scenario encountered.

 

For the JE number generated I would agree that it follows the last sequence that was created which may not be the sequence of your payroll journal. We’ll take note of your observation here and let our developers know about this.

 

For the meantime I would suggest to edit the Journal number every after you are done with payroll so this will not affect your PAYG the same as to what happened when you edited the Journal numbers.

 

Keep us posted if you need further assistance.
 

Level 2

Re: Changing payroll journal numbers removes the entries from some reports such as the transactio...

Thanks Aphylis,

Yes that's the approach I've adopted so I won't repeat the PAYG issue again however it doesn't fix the fact that once changed these journal entries are then missing from the reports.  

Always makes me nervous when reports produce incomplete data as you're left wondering what else just isn't there that I'm unknowingly missing - LOL! 

Hopefully it's one of those things that now QB & Keypay are aware, is an easy coding fix by the developers at some stage :)