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Level 1

Manual payroll QB desktop

I am very confused. I have one employee. Manual payroll works great. I post the payroll check 2x a month. I pay the IRS monthly my tax liability. This is an auto payment to the IRS that I post to QB monthly - not through Employees->Payroll Taxes & Liabilities- ... I post it rather from my checking account - cash, FIT payable, Medicare Payable, etc. that the paychecks had correctly recorded.   My balance sheet is perfect every month!!!!  This qtr I underpaid FIT about $19.00.   I expected that my QB Payroll tax liability (no the line item, but Employees->Payroll taxes..."  would show  a balance due of $19 and would , of course, recorded that I had made monthly payments to the IRS.  But, no, my payroll liability is the full amount of FIT, Medicare, FICA (employee and Company).  It should be $19.00  Again, each liability on my balance sheet is perfect and says I owe $19.00   How do I make  

7 Comments
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Moderator

Manual payroll QB desktop

Hi there, cbell0128.

 

Let me welcome you first on the Online Community. I'd be glad to help you with balance showing on your Payroll Tax Liability.

 

The amount showing on your tax liability depends on the payment transactions you've entered in QuickBooks. You might want to check the payments you've already entered in the program to verify the amount balance. Here's how:

  1. From the Employees menu, select the Payroll Center.
  2. Click the Payroll tab and select Pay Liabilities.
  3. Check the payments under Payment History.

I've added articles you can check that contain information about payroll liabilities:

I'd appreciate it if you'll update me on how this turns out. I want to ensure this is taken care of.

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Level 1

Manual payroll QB desktop

Thank you!!  Appreciate the suggestion.  But no..  Let me clarify.  I am using Desktop Pro 2018.

I go to Employees->Pay Employees and setup paychecks.  Very nice and the resultant BS liabilities are perfect. Once a month I post a payment to the IRS that reduces my outstanding FIT payable, reduces my Medicare and FICA payable..  Again, perfect.  This quarter, ending March 31,2020, I complete my return and I have underpaid the IRS $19.  No worries.  I expect QB - Employees -> Payroll Taxes and Liabilities _> Pay Payroll Liabilities to show that I owe FIT of $19. But, no - it shows a total balance due for every liability for every paycheck.  I run the various Payroll Liability Balances for March 31 and it shows the huge balances.  Yet, the balance sheet is perfect.   I double checked that every tax is correctly mapped to the liability account (which, it must be, because, again, the BS is good).    Thanks again.  I am perplexed.  

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Level 1

Manual payroll QB desktop

Oh - and one more thing - I cannot find the  Payment History that you suggest.  Thanks again

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QuickBooks Team

Manual payroll QB desktop

The Payment History section is shown in the Payroll Liabilities window, cbell0128. 

 

Thanks for providing additional steps you've done to get things sorted out. Every time you manually record a payroll liability, they'll show in the Payment History section that also shows on the Payroll Liabilities window. Let's make sure that we entered and select the liabilities to paid in this window to clear them out.  You can refer to my screenshot below. 

Let's make sure that we're using the latest QuickBooks Desktop release and our payroll tax table is updated as well. Data damage in the mapping of accounts can cause mismatch of data from one transaction or report to another. Let's run the Verify Data/Rebuild Data processes to correct any data damage.

 

I'm also adding a few articles that can walk us through how to manually run payroll and record liabilities made outside QuickBooks. 

 

Always know that the Community is here if you need more help. Take care!

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Level 1

Manual payroll QB desktop

First, Thanks for all your effort on my behalf!!   However, I don't think we are talking about the same versions of QB?  Maybe?  The screen shot you provided looks like exactly what I need.   I checked that I had the latest release for my version 18.  I rebuilt my data file.  I am doing MANUAL payroll (only have one employee but my tax liability is too great to only pay quarterly - which would have worked nicely).  Alas, I don't have the screen that you show.  See attached.  

Anyway, here is what I did - which is a nuisance going forward but I guess will work.  I deleted my manual tax payment transaction for January.   I then went to Employees- Payroll Taxes and Liabilities - > Pay Payroll Liabilities - I select Jan 1 - Jan 31 and the amount was perfect and I PAID!  Did the same for Feb and the same for March (BTW - of course, I had reconciled already and had to mark my new payments as reconciled since I had deleted the original payments).   Upon paying March - VOILA - the balance due for FIT tax was $28.   Just as expected. 

    So, I now have to remove my monthly memorizied tax payment transaction :( and do the payment monthly.    Somehow there is a disconnect in my QB between manual tax payments (correctly posted to my tax liabilities) AND attempting to pay via Emplpyees_> Payroll taxes and Liabilities.    I LOVE the menu option you show "Pay Scheduled Liabilities" - that just might do the trick.   See attached and thanks again.

 

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QuickBooks Team

Manual payroll QB desktop

It's our pleasure to help, @cbell0128.

 

Also, thank you for doing all the troubleshooting steps that was provided by my colleagues. 

 

This Pay Scheduled Liabilities option is available if you have the QuickBooks Desktop Payroll subscription. Each pay period you must calculate the current and year-to-date federal, state, and local tax information for the employee.

 

You must also record this tax payment to your Chart of Accounts to show this payment to your account.

 

Let me know if there's anything that I can help. Have a wonderful day!

 

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Level 1

Manual payroll QB desktop

thank you

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