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Level 1


How do I change the account in Quickbooks that 1 batch of payroll checks were entered in by mistake? The employees have already cashed them, so there's no way to issue new checks. I just need to be able to change it in Quickbooks. The account is no longer used and I forgot to make it inactive.  Thanks in advance for any help! 

1 Comment 1
QuickBooks Team


Hello, MC117.


Thank you for reaching out to the Community. I'll guide you on changing the account where you mistakenly entered the checks your employee already cashed out.  


When changing accounts, you must ensure that you have accurately mapped the payroll settings to the new account. It's important to verify each data from the previous account is matched to ensure no discrepancies or gaps in the data. To make sure your payroll setting is mapped accurately, refer to this article for more information: Change your accounting preferences in QuickBooks Online Payroll.


Once all is set up, you can create a journal entry in QuickBooks Online. This way, you can change the account to the correct one. 


Here's how: 


  1. Go to the + New icon.
  2. Choose a Journal entry.
  3. Select the date of the paycheck.
  4. Pick the correct debit and credit account.
  5. Enter the other necessary details.
  6. Once done, click on Save and close.


Heads up, if the transactions appear in your bank feeds, you can exclude them since they're the Journal's entry data. 


Also, It's always a good idea to consult with an accountant for proper guidance related to accounting and the correct posting account to use. They can provide valuable insights and advice to help ensure that your financial records are accurate and up-to-date. 


Additionally, here's an article you can read to learn more about manual payroll: Manually Enter Payroll Paychecks


Furthermore, if you need assistance with managing your accounting preferences or any other payroll activities, you may find the following resources helpful:


If you have questions about changing accounts in QuickBooks, feel free to ask by commenting below. I'll be here to help you. Have a great day!

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