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Franklhats
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Hello, I'm trying to run payroll for my client through Quickbooks Enterprise Solution: Accountant 23.0. I created the checks for the current payroll run, but when I attempted to send them to Intuit for processing, it tells me that the amount to be sent for payroll is $50,000 when the current payroll run is only $11,000. I am then given an error that I cannot send paychecks with dates prior to 03/24/2023. It shows me a list of paychecks from 4 old payroll runs, from July and August 2022. I explored Employees > Edit/Void Paychecks and found that those checks are suddenly marked "no" under "sent to Intuit" despite all of them having cleared the account already. 

 

I restored the most recent backup for this account and everything went back to normal until I tried to run payroll again and ran into the same errors. Has anyone encountered something similar, or can they give a potential solution? I have until EOB 03/31/2023 to run this payroll, but seeing as it is the weekend, can't call support before then, so thought I would try to reach out here.

Solved
Best answer March 31, 2023

Best Answers
DHeraV
Moderator

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Hi there, Frank.

I can see the urgency to have your payroll checks fixed as soon as possible to get you back in working order. Also, I appreciate you taking the time to perform some troubleshooting steps to isolate the issue. 

To ensure that you'll get to sort this out, let's first make sure that your computer's date and time match your paychecks, as the payroll checks might have a missing green light button. Let me guide you on how:
 

  1. Double-click on the time showing on your computer, on the bottom right of your screen to open up your Date and Time Properties.
  2. On the Date & Time tab, ensure the current date is selected. If the wrong date is shown, correct it.
  3. On the Time Zone tab, ensure the correct time zone is displayed. If this is incorrect, click on the down arrow and select the correct time zone.
  4. Click OK.
  5. Resend the payroll by clicking on Send Payroll Data from the Employees drop-down.


Moreover, in the meantime, I recommend changing the paychecks from direct deposits to live checks. Here's how:
 

  1. From the QuickBooks Desktop Employee menu, choose Edit/Void Paychecks.
  2. Enter the paycheck date in both the From and Through fields next to Show paychecks dates and hit the Tab key on your keyboard.
  3. Select the check and click Edit at the bottom.
  4. Click the Open Paycheck Detail button below the right corner of the check.
  5. Remove the checkmark for the Use Direct Deposit box.
  6. Click OK.
  7. Remove the direct deposit memo from the Memo field on the paycheck.
  8. Click Save and Close.
  9. Resend the payroll by clicking on Send Payroll Data from the Employees drop-down.
  10. Print the paychecks.

 

For detailed information, kindly visit: Error: One or more of your paychecks are dated earlier than.


Once it's all done and ready, I suggest contacting our QuickBooks Desktop (QBDT) Payroll Support Experts to check your modified paychecks in QuickBooks. 

Additionally, I'll also share this link where you can search for articles that can serve as your reference in managing your QBDT company file: QuickBooks Enterprise Suite Help Articles.

I'm looking forward to getting this resolved. Feel free to leave a reply if you require further assistance with managing paychecks in QuickBooks. The Community team always has your back. Keep safe.

View solution in original post

33 Comments 33
DHeraV
Moderator

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Hi there, Frank.

I can see the urgency to have your payroll checks fixed as soon as possible to get you back in working order. Also, I appreciate you taking the time to perform some troubleshooting steps to isolate the issue. 

To ensure that you'll get to sort this out, let's first make sure that your computer's date and time match your paychecks, as the payroll checks might have a missing green light button. Let me guide you on how:
 

  1. Double-click on the time showing on your computer, on the bottom right of your screen to open up your Date and Time Properties.
  2. On the Date & Time tab, ensure the current date is selected. If the wrong date is shown, correct it.
  3. On the Time Zone tab, ensure the correct time zone is displayed. If this is incorrect, click on the down arrow and select the correct time zone.
  4. Click OK.
  5. Resend the payroll by clicking on Send Payroll Data from the Employees drop-down.


Moreover, in the meantime, I recommend changing the paychecks from direct deposits to live checks. Here's how:
 

  1. From the QuickBooks Desktop Employee menu, choose Edit/Void Paychecks.
  2. Enter the paycheck date in both the From and Through fields next to Show paychecks dates and hit the Tab key on your keyboard.
  3. Select the check and click Edit at the bottom.
  4. Click the Open Paycheck Detail button below the right corner of the check.
  5. Remove the checkmark for the Use Direct Deposit box.
  6. Click OK.
  7. Remove the direct deposit memo from the Memo field on the paycheck.
  8. Click Save and Close.
  9. Resend the payroll by clicking on Send Payroll Data from the Employees drop-down.
  10. Print the paychecks.

 

For detailed information, kindly visit: Error: One or more of your paychecks are dated earlier than.


Once it's all done and ready, I suggest contacting our QuickBooks Desktop (QBDT) Payroll Support Experts to check your modified paychecks in QuickBooks. 

Additionally, I'll also share this link where you can search for articles that can serve as your reference in managing your QBDT company file: QuickBooks Enterprise Suite Help Articles.

I'm looking forward to getting this resolved. Feel free to leave a reply if you require further assistance with managing paychecks in QuickBooks. The Community team always has your back. Keep safe.

Franklhats
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Thank you for your response. The time and date on my system is correct. I did already attempt to change the 2022 checks from Direct Deposit to live checks exactly the way you detailed. However, when I did this it affected the balance of my account, putting my payroll account register in the negative for the total of those checks.

Ethel_A
QuickBooks Team

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Thank you for getting back to us and letting us know the result of the previous steps provided, @Franklhats.

 

When you recreate missing or voided direct deposit paychecks sent to employee's accounts, you need an offset item to zero out net pay amount. Your employee will not get paid again. Before making any changes, make sure to create back up. This way, you still have a copy of the data if something went wrong.

 

Here's how:

 

  1. From the Lists taband select Payroll Item List.
  2. Click the Payroll Item in the lower-left corner and select New.
  3. Choose Custom Setup and select Next.
  4. Click Deduction and choose Next.
  5. Enter the payroll item name. You can use 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, then Next.
  8. Set the Tax tracking type to None and click Next.
  9. Make sure there are no taxes selected, and select Next.
  10. Set Calculate based on quantity to Neither and hit Next.
  11. Set Gross vs. Net to net pay and select Next.
  12. Leave the Default Rate and Limit fields blank and select Finish. 

 

To proceed, you can correct the payroll liability balances. Refer to this article for the detailed steps in Step 3: Correct the payroll liability balances.

 

  1. Go to Employees menu, and select Payroll Taxes and Liabilities
  2. Select Adjust Payroll Liabilities.
  3. The Date and Effective Date should match the check date of the paycheck you just created.
  4. Choose Company Adjustment.
  5. In the Item Name column, select the direct deposit offset item.
  6. In the Amount column, enter a negative amount equal to the DD Offset amount on the paycheck.
  7. Click Accounts Affected. 
  8. Choose Do Not Affect Accounts.
  9. Select OK twice.

 

If you need to contact support, read this article to know the process and check their availability: Contact Support.

 

Let me know if you need additional assistance about correcting payroll. I'm always here to help. Have a great day.

Franklhats
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

So here we are a few days later. I followed the instructions step by step here in order to run payroll for my client on time by unchecking "direct deposit" on all of the paychecks that were popping up as a problem. I then followed the instructions on the second response from Ethel and created offsets. Creating the off sets did not solve the problem with my account balance being negative by the amount of the checks that were marked for direct deposit. So I contacted support via telephone and was told that the original problem checks, and now even more as far back as 2021 are considered "stuck" checks and need to be voided and recreated. How can it possibly be that every payroll check that was processed in the last 2 years were somehow submitted incorrectly yet were paid without issue every time? I am concerned as I begin the process of voiding these checks that I am going to do damage to the account further. Is this truly the correct solution?

MirriamM
Moderator

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Hi Frank,

 

There isn't a need to delete and recreate the paychecks. After creating the direct deposit offset item, edit the paycheck. Then, add the item to zero out the net pay and fix the negative DD liability account. You can follow Step 2 in the correct the payroll liability balances link shared by my colleague Ethel. But before doing so, I recommend creating a backup of your company file.

 

Here's how:

 

  1. Go to the File menu at the top of your QuickBooks Desktop (QBDT) account.
  2. Choose Switch to Single-user Mode.
  3. Go to the File menu again and hover over Back up Company.
  4. Select Create Local Backup.
  5. In the window, select Local Backup and then Next.
  6. In the Local Backup Only section, select Browse and select where you want to save your backup company file.
  7. Set the number of backups you want to keep. This is optional.
  8. This runs a test to make sure your backup file is in good shape before you save.
  9. When you're ready, select OK.
  10. Select Save it now and Next.

 

If you'd want to have a closer look at your business finances, we have several payroll reports you can pull. Check out this guide for more details: Run payroll reports

 

If you have any other concerns when running payroll or about QuickBooks, let me know by commenting below. I'll always be here to help. Have a great day.

Fairviewdjc
Level 4

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

I am having the same problem.  Every week, when I process payroll, it includes data from further back by many months now.  What is going on?  Were you able to get a fix on this @Franklhats 

Mark_R
Moderator

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Hello there, Diana.

 

I want to ensure you can process payroll without including payroll data from the previous months.

 

To clarify, have you already performed the troubleshooting steps shared by my colleague DHeraV above? If you haven't yet, I recommend doing it so. I also suggest updating your QuickBooks Desktop to the latest release and the latest payroll tax table to isolate the issue.

 

If you get the same result, I highly recommend contacting our QuickBooks Support Team. This way, they can further check on this matter and provide in-depth troubleshooting steps to get this resolved. To reach them, you can follow the steps below:

 

  1. Go to the Help icon and select QuickBooks Desktop Help.
  2. Click Contact Us.
  3. Write your concerns in the description box, then select Continue.
  4. Select which one of the support options you'd like to use.

 

You may also want to run and customize payroll reports to view useful info about your business and employees. You can check out this article for more guidance: Customize payroll and employee reports.

 

Don't hesitate to come back to this post if you have other concerns or follow-up questions about processing payroll in QuickBooks Desktop. I'm always here to help.

Fairviewdjc
Level 4

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

None of the suggested fixes worked.  I called QB and I won't know until next week if the problem was fixed.

ESI Accounts
Level 1

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

We had the same problem since early April.  For us, the problem was that the license key for the payroll module was not correctly changed over when we changed some kind of service with Untuit.  As the license key was incorrect, it saw all the old direct deposits of payroll had not been completed and wanted to redo them.

 

It took 3 hours on the phone to figure it out.

 

I would start by checking your payroll license key is correct - you may have the same issue we had.  Check all the license keys while you are at it for good measure.  Good luck.

PC2017
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

We are using Enhanced Payroll on QB 2023 Enterprise for Desktop.  We are dealing with this SAME issue this week!  Multiple file rebuilds and the problem persists.  The final solution per Intuit is to send our file to the Data Service Escalator department which means we might not have our current file for up to 5 days!  Crazy.  I think there is something on Intuit's side that is causing a bug, but we have spent hours on the phone with Tech Support (multiple technicians) and all they do is rebuild the file while getting the same two errors.  Our specific errors are:

 

Payroll Service Data -- Error (2)

 

APPROVALS ApprovalsDataLayerAdapter::GetTxnsApprovalStatus trying to read approvalstatus TView: 17 txnStatus:2208550000

 

APPROVALS ApprovalsDataLayerAdapter::GetTxnsApprovalStatus trying to read approvalstatus TView: 17 txnStatus:2208550000

 

We really need to get this fixed ASAP !

PC2017
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Diana, after you tried all of the suggested "solutions" from Intuit, did Intuit suggest you send your file to them for Data repair?  Did you rebuild your file, and get any errors?  Our 2 specific errors that are recurring are:

 

APPROVALS ApprovalsDataLayerAdapter::GetTxnsApprovalStatus trying to read approvalstatus TView: 17 txnStatus:2208550000

 

APPROVALS ApprovalsDataLayerAdapter::GetTxnsApprovalStatus trying to read approvalstatus TView: 17 txnStatus:2208550000

 

None of this happened until Tuesday, May 2, 2023, when we tried to run payroll.  We are using the Enhanced service.  Just trying to compare notes.  

 

 

PC2017
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

I noticed that most of these posts are within the last couple of months.  Could this be related to a Payroll Service update that has bugs?  We have not had this particular issue until this week, May 2, 2023.  

Fairviewdjc
Level 4

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

This is the workaround I used and it did work though it is a pain to do, if you have a lot of checks.  QB told me that my paystubs were "stuck" but this came out of nowhere and continued with every weekly payroll for a couple of months.  Each week, it pulled data further and further in history.  Personally, I think QB has an issue that needs to be fixed and it has nothing to do with us.  Anyway, once I did this workaround, I couldn't tell if it fixed it until I ran the next payroll.  

CTRL F > Filter on Detail Level > Summary Only > Filter on Online Status > Online to Send > Click Find

All the checks you see supposedly, are stuck, which I don't believe, but that's neither here nor there.  You have to click on each check, open it up and add a compensation item and leave the amounts/rates blank.  Save it and close and continue down the list and do this to every check.  Once you've completed that, you go to the beginning of the list (again) and click on each check and remove that compensation item you added.  Once you've removed all of them, send your payroll data (zero payroll is fine).  The next time you send payroll data, there shouldn't be any stuck checks/paystubs and old history with the payroll.

I hope this works for you!

 

 

PC2017
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Thank you for this tip....we can try it before we send our file to the Quickbooks "hospital".

Fairviewdjc
Level 4

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

No, and I don't think I'd ever send my file to QB/Intuit!  I can't say I have that trust in them.  Although, if you did send it, you could keep a backup and when they send it back, check to see if it worked.  Either way, you're out 5 days of work and that's not acceptable.  Did they ask if they could share your screen and see exactly what is happening?

I didn't get any error codes, it just kept pulling old data with $0 amounts.  It would take forever to generate the file because it was pulling over a year's worth of information to send.

Beyond frustrating!! 

PC2017
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Oh WOW !  I am not pleased at all with Intuit's Customer Service.  They keep you on the phone for hours, purporting to troubleshoot, and nothing is resolved, and then sometimes your call is dropped and you have to call in again, to get, yet another representative.  Beyond frustrating!

Fairviewdjc
Level 4

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

When you call, ask for a code so that if you have to call back, you can reference that code and not have to explain everything all over again (hopefully).  Amazingly enough, I have received better customer service and help using online chat instead of a phone call.  

PC2017
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Yes, we now have two case numbers for this one issue.  I have used the chat help before, but I think this issue is beyond the realm of comprehension for most of the help desk folks that they have.  It is so frustrating, and causes my Company to lose money with all the down time!  Sorry to vent.

PC2017
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

@Franklhats did you ever get this problem resolved?  We are having the same issue.  I finally unchecked the DD boxes on the offending checks, but also now have that negative balance in our payroll account in QB showing up.  I will be working with my bookkeeper this week to see what we can do to "fix" the problem so the balance is back to ZERO, but I am afraid that we might have duplicates of payroll / deductions / taxes, etc. 

hoosierdp
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Have you had any instances where this doesn't work? I tried this last week and it worked, but I just tried it for the stuck check I have this week and it didn't.

JamaicaA
QuickBooks Team

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Good day, @hoosierdp.

 

I appreciate you joining this thread. I'd love to help you, but I need more information to do that.

 

May I know your concern or issue regarding payroll checks? Were you unable to run payroll or receive any error messages? What troubleshooting steps have you made last week?

 

Any additional information is appreciated. You can also add a screenshot so we can get on the same page. If so, please don't forget to cover any personal information involved.

 

I'll be on the lookout for your response. Take care.

PC2017
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Unchecking the DD boxes did work, however, we needed our bookkeeper to "fix" the negative balance in our payroll account, so that our books would balance correctly.  It was a lot of time and effort (and money!) spent on this issue.  We are moving to a 3rd party payroll service outside of Intuit moving forward.  It really has been over 2 months of nightmares for myself and my team.  

 

hoosierdp
Level 2

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

I go into the Send Payroll Data area and it says I have modified 1 paycheck, even though I haven't. When I try to send the payroll data, I get an error saying Problem adding new data to QB - Inconsistent data in downloaded transactions. This has been happening every week since the aforementioned payroll update.

 

The only solution that works is contacting Quickbooks chat and having them fix the data on the back-end.

Fairviewdjc
Level 4

Quickbooks is trying to send old payroll checks to Intuit during current payroll run

Are you speaking of your payroll account as a bank account, clearing account, or direct deposit liability account?

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