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Level 1

How do I clear a Payroll Liability amount in the Payroll Center?

I'm a bookkeeper and not an accountant.  Here is my problem.  I pay union benefits to my employees.  I show these on their paychecks thru  items in the payroll liability function.    However, when I actually pay the benefits it's thru another system and it doesn't clear the numbers in QB's.  I need to zero out theses items or they show up as a liability

@AlcaeusF wrote:

Hello there, Kathi Calhoun.


Welcome to the QuickBooks Community. I'm here to lend a hand with locating the Expenses tab.


Here's how:


  1. Click the Employees tab at the top menu bar.
  2. Select Payroll Center.
  3. Go to the Pay Liabilities tab.
  4. Below Pay Taxes & Other Liabilities, put a check mark on the tax you want to pay.
  5. Click View/Pay.

For additional insight into the Expenses tab, I'm adding the screenshots that I recommend:




Please let me know what else I can do to help you today. The Community is always here for you.

on the EOY taxes making it look like I haven't paid them.  If I create a liability check on the expenses tab of that check do I just use the same items with negative numbers?  


QuickBooks Team

How do I clear a Payroll Liability amount in the Payroll Center?

Let me provide additional information about your concern, @KSlearner2.


When the due is showing in QuickBooks you can record a payment for recording purposes. So in your QuickBooks bank register, it will show the payment made.


Regardless if you use another system, your Bank register will still show or record the payment in order for your reconciliation to match the bank.


Here's how to record a payment:


  1. Click  the Employees button then select Payroll Center.
  2. Select the payments you want to pay.
  3. Hit View/Pay.
  4. Review the transaction then Save and Close.

For future reference, you can read out this article about reconciliation to match your bank and credit card statements: Reconcile an account in QuickBooks Desktop.


Should you have any additional questions or concerns, please let me know. I'm here to help. All the best.


Level 1

How do I clear a Payroll Liability amount in the Payroll Center?

I was wondering...on a similar note...


On the balance sheet there are negative amounts in payroll liabilities, but we are note due a refund. I made some adjustments a while back with the help of Quickbooks Payroll Customer Support. Not sure where it went wrong...but the amounts are nominal & I was wondering if there's a way to clear those amounts without affecting anything inside the Payroll Center. I tried creating an adjustment to zero it out, which worked for the balance sheet, but created an amount due in the Payroll Center.

QuickBooks Team
QuickBooks Team

How do I clear a Payroll Liability amount in the Payroll Center?

I appreciate you for providing in-depth details of your issue and contacting our support agent, trinityoffice.


You can clear the payroll liabilities amount by voiding the transaction one by one. Then, enter the transactions again in the Enter Prior Payments window. Then, choose the Do not affect accounts option. This will cause the prior payment to not show up in the bank register.


Before doing those steps, we need to create a backup copy of your company file. Just in case we run into problems we can use your backup to restore your data. Also, please consult your accountant before you delete the payroll liabilities.


If they allow you to remove them, just follow the steps and details in this article: Enter historical tax payments in Desktop payroll. Then, go to the Enter historical tax payments outside the payroll setup window section and choose Do not affect accounts option in Step 7. 


If the first option is not suitable for your business, you can create a journal entry. Then, ask your accountant on what posting accounts you need to apply when creating it. 


I've got a link here that provides you with articles about managing your employee's payroll:


I'm just one reply away if you need a hand with reconciling your accounts or any QuickBooks related. I'm glad to help. Keep safe always. 

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