I need to void a replacement payroll check in QB/Intuit Payroll. It is dated Oct 6, no liability pd

Hello there, Sam. I appreciate you sharing such detailed information about your situation and for confirming that you have already paid your payroll tax liabilities in 2024.

In your case, let's delete the replacement check instead of voiding it so that it won't affect your payroll tax liabilities for October 2025.

Here are the steps to follow:

1. Head to the Banking menu, then select Use Register.
2. Select your bank account, then click OK.
3. Select and open the check in question.
4. At the top of the paycheck, choose Delete.
5. When the confirmation box appears, enter OK to proceed.

Afterward, let's update your payroll records to ensure accuracy by entering your historical tax payment:

1. Navigate to the Help menu and select About QuickBooks Desktop.
2. Press Ctrl + Alt + Y or Ctrl + Shift + Y to open the Setup YTD Amounts window.
3. In the Set Up YTD Amounts window, see which documents you will need to enter YTD history for and click Next.
4. When prompted to enter the date you want your YTD entries to affect accounts, enter your estimated first payroll date in both boxes and select Next.
5. Enter your estimated first payroll date, and choose Next. It will need to be adjusted to a later date if you have challenges entering the current quarter YTD.

For more detailed guidance with the process, refer to this article: Enter historical tax payments.

Please let us know if you have further questions. We're always here to help.

So this is all new to me, but i was once told to never delete a payroll check.  But I am not sure.  I ran a report and i did not see the checks in my liability report for October.  Do I delete?? is it ok to delete? 

I'll explain what happens when you delete the replacement payroll check, Sam.

If you decide to delete the replacement paycheck, QuickBooks will automatically remove any payroll liability incurred by that check. This means you won’t need to perform liability adjustments for October, as the system will handle the removal of these liabilities once the check is deleted.

However, please know that voiding or deleting the replacement paycheck will affect your financial records since the liability for the original check was already paid and reported in 2024. Although the liability for this month has been zeroed out, the historical discrepancy between the paid liability from 2024 and the uncashed check from that year still exists. This might require action on your part to ensure your records from 2024 remain accurate and compliant with tax laws. I recommend consulting with your accountant or a tax professional to determine whether any amendments to your previous tax filings are necessary or if additional steps are required.

In cases like handling uncashed and missing paychecks in QuickBooks Desktop (QBDT), the standard process is to write a regular check as a replacement for the uncashed payroll check. Then, void it once the original issue is resolved. This ensures no duplicate liabilities are created while keeping your books clean and accurate. You can refer to the Step 3 and 4 sections of this article: Replace a lost or expired paycheck.

As for the October liability report, the program would no longer display the liability if there's an applied liability check or prior payment. To isolate the issue, let's run the Payroll liability report by going to the Reports, clicking Employees & Payroll, then setting This Calendar Year as the report period. Make sure to double-click the amount to drill down and see the list of transactions and corresponding balances.

We're committed to helping you in any way we can. Feel free to post again if you have other concerns.

@SamGam 

As you mentioned, when you re-issue a paycheck, don't delete the old paycheck.  Make a deposit in QB (dated today) for the net amount of the paycheck.  Then, create a new check with the same date as the deposit for the same amount to the employee.  Make sure to assign the same account to the deposit and the newly-issued check.  That's it.

The next time you reconcile, clear the old paycheck against the deposit (they net to $0) and clear the new check when it actually clears.