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Intuit
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Recreate a missing or voided direct deposit paycheck in QuickBooks Desktop Payroll

In QuickBooks Desktop Payroll, you can recreate missing direct deposit paychecks from your company file. These are caused by a restored a back up file created prior to sending the direct deposit paychecks, or if you voided a paycheck after it has been sent.

QuickBooks Desktop Payroll Basic, Standard & Enhanced

Create a replacement paycheck

If a direct deposit paycheck is missing, it needs to be recreated with zero dollar net pay (no payable amount to the employee) since the total direct deposit amount of that payroll should reflect in the direct deposit liability check. This will balance your check register and eliminate duplicate entries.
  1. Create a Direct Deposit Offset (DD Offset) payroll item.
  2. Select Employees and choose Pay Employees.
  3. Enter the check date and pay period to match the voided paycheck.
  4. Place a checkmark next to the affected employee(s) and select Open Paycheck Detail button.
  5. In the Preview Paycheck window, clear the Use Direct Deposit checkbox in the upper right corner.
  6. Recreate the check as it was before by entering hours, salary, and/or other payroll items.
  7. Enter the DD Offset payroll item (created in step 1) in the Other Payroll Items section.
  8. Enter an amount for the DD Offset item equal to the net amount of the paycheck (the amount for the DD Offset should be a negative number).
  9. Press Tab to cause the net amount of the paycheck to change to 0.
  10. Select Save & Close then Continue > Create Paychecks to record the check.
  11. If the paycheck was in a prior quarter, or if there are paychecks dated after the paycheck you just recreated, run the Payroll Checkup.

Correct the payroll liability balances

The direct deposit offset is a deduction item and will appear in QuickBooks Desktop as a liability to be paid. You need to make an adjustment to remove this deduction item amount from the liability balances.

  1. Select Employees on the top menu bar, choose Payroll Taxes and Liabilities, and select Adjust Payroll Liabilities.
  2. Enter a date in both date fields that reflects the date of the check just created.
  3. Select Company Adjustment.Note: Do not select to adjust the Employee, as this will make the Payroll Summary report incorrect.
  4. In the Item Name column, select the direct deposit offset item.
  5. In the Amount column, enter a negative (-) number equal to the amount of the DD Offset item on the paycheck.
  6. Select Accounts Affected, and be sure that Do Not Affect Accounts is selected.
  7. Select OK twice to record the liability adjustment.

If the direct deposit liability check is also missing in the register, then you need to recreate the deleted Direct Deposit payroll liability check.

Assisted Payroll

If a paycheck or liability check is missing from your register:

  • Check all your bank registers, the checks could have been moved.  If you find them, move them to the correct register.
  • From the Employee or Vendor center, create a Quick Report for all dates.  If you locate the check, confirm what check register it is posted, and then change the register if necessary.

If you have QuickBooks Desktop Payroll Assisted and you restored a backup prior to sending your payroll, do not recreate the payroll. After sending a zero payroll, QuickBooks Desktop will push back both Liability Checks and all paychecks missing from the backup. If sending a zero payroll does not resolve the issue, contact Assisted Payroll support.

If you have QuickBooks Desktop Payroll Assisted and have accidentally voided a paycheck, you must recreate the paycheck exactly as it was previously entered, including the amount and check date.

Note: If the original date of the paycheck is in a prior quarter, or there are paychecks created after the original paycheck, contact Assisted Payroll support.

  1. If the paycheck to be recreated is a direct deposit, create a Direct Deposit Offset (DD Offset) payroll item.
    1. In QuickBooks Desktop, go to Lists > Payroll Item List.
    2. Select the Payroll Item button in the lower left corner and select New.
    3. Select Custom Setup then Next.
    4. Choose Deduction and select Next.
    5. Enter a name to be used for the DD Offset payroll item, e.g., "Direct Deposit Offset" and select Next.
    6. For Agency for employee-paid liabilities, leave the top two fields blank.
    7. In the Liability Account field, select Direct Deposit Liabilities. This is to offset the negative amount found in the Direct Deposit Liabilities account.
    8. Select Next.
    9. Set the Tax tracking type to None and select Next.
    10. Make sure there are no taxes selected and select Next.
    11. Set Calculate based on quantity to Neither and select Next.
    12. Set Gross vs. Net to net pay and select Next.
    13. Leave the Default Rate and Limit fields blank and select Finish.

    Note: When using a DD Offset deduction item, it is important that the DD Offset item always be entered below any other payroll items that appear in the Other Payroll Items field.

  2. Select Employees > Pay Employees > Unscheduled Payroll.
  3. Enter the check date and pay period to match the voided check.
  4. Place a checkmark next to the affected employee(s) and select the Open Paycheck Detail button.
  5. If the original paycheck was a Direct Deposit: In the Preview Paycheck window, clear the Use Direct Deposit checkbox in the upper right corner.
  6. Recreate the check as it was before by entering hours, salary, and/or other payroll items.
  7. If the paycheck was a direct deposit: Enter the DD Offset payroll item (created in step 1) in the Other Payroll Items section then enter an amount for the DD Offset item equal to the net amount of the paycheck (the amount for the DD Offset should be a negative number).  Press Tab to cause the net amount of the paycheck to change to 0.
  8. Selet Save & Close then Continue > Create Paychecks to record the check.
  9. If the paycheck was a direct deposit:  Clear the balance in your Payroll Liability Account for the Direct Deposit offset item.

    When you used the Direct Deposit Offset item to zero out the net amount of paychecks, this created a positive balance in your payroll liability report. In order to clear this balance, you will need to do a manual adjustment so that it does not show the DD offset item amount as a payable liability.

    To do this, follow the steps below:

    1. From top toolbar of QuickBooks Desktop, select Employees > Payroll Taxes and Liabilities > Adjust Payroll Liabilities.
    2. Date and Effective Date should match the date of the paycheck that you edited.
    3. In the Adjustment is for, select Company.Note: Do not select to adjust the Employee, as this will make the Payroll Summary report incorrect.
    4. In the Item Name Column, select the DD Offset item you used on the paycheck.
    5. In the amount column enter the total amount of DD Offset as a negative value.
    6. Select Accounts Affected and select Do Not Affect Accounts.
    7. Select OK on Affect Accounts window.
    8. Select OK on Liability Adjustment window to save your entries.

    If the original date of the paycheck is in a prior quarter, or there are paychecks created after the original paycheck, contact Assisted Payroll support, to complete these corrections.

  10. Send payroll data.

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