Vacation accrual

brookeanne · ‎January 11, 2021

I just started using/tracking vacation in QB at the end of 2020. I "tested" a few employees at the end of 2020 and loaded their remaining PTO left for the year. The employees that I "tested" in 2020 are not loading the same as the "new employees" that I added PTO for in 2021. The employees that I loaded in 2020 are not showing 2021 in the sick/vacation box? It still says 2020? The employees that I loaded in 2020 are also showing "vacation accrued" on a 2021 paycheck where as the new employees that I did not load until 2021 are not showing anything in the "vacation accrued" box on the paycheck detail?

I did not add any vacation for this employee until 2021. Notice that it says "hours available 2021"???

This is the same EE as just above to which I did not add vacation hours until 2021. Notice that their check detail does not show anything for "vac. accrued"? Why?
New EE not added until 2021

I added vacation for this EE at the end of 2020 just to test. This pay check detail shows vac accrued 136? Why is this different that the other employee? Will this show on their pay stub? I do not want to confuse the EE?

EE added as a test in 2020

This is the same EE as directly above that I added vacation for as a test at the end of 2020. Notice that the hours available shows 2020 and not 2021? Why is this?

EE added as a test in 2020

BigRedConsulting · ‎January 11, 2021

What you are seeing is perfectly normal. There is nothing wrong with your file. There is no need to rebuild.

It would be better if the "Hours available as of..." field was either gone or was less confusing.

What it means is "Hours available as of the last time you paid the employee" or "Current Balance". If you have never paid the employee, then it tries to figure out what date to show, and in your case it looks like it shows the first day of the year, since you are awarding the balance on a yearly accrual basis.

In any case, all it means is "current balance" because that is the only thing the window will show you: The current balance.

View solution in original post

Tori B · ‎January 11, 2021

Hey there, @brookeanne.

Thanks for reaching out to the Community for support. I'm happy to lend a helping hand with the PTO accural.

You can correct most errors and bugs, such as the one with your PTO not showing correctly, by running a Rebuild and Verify. These tools will scan and correct any data integrity within the file and then show you a report of the bugs and errors they have resolved. I've included the steps to run the tools below.

To Rebuild:

From the File menu, tap Utilities, then Rebuild.
Create a back up your company file.
The Rebuild will start automatically once the back up has completed.
Tap OK when you get the message Rebuild has completed.

To verify:

Under the File menu, click Utilities, then choose Verify Data.
Hit OK when you see the message QuickBooks detected no problem with your data.

For further details about rebuilds and verify's, check out Resolving Potential Data Issues.

Once the utilities have ran, go back and check your employees PTO accural.

Additionally, I'm including a handy article that covers all the steps and information about setting up PTO in QuickBooks Desktop below.

Set up and Track time off

Please let me know if you have further questions or concerns. You can always reach out to the Community or me at any time. Take care and stay safe!

brookeanne · ‎January 11, 2021

This did not work. Now, the employees that were showing an accrual no longer show anything?!?!

Jen_D · ‎January 11, 2021

Thanks for posting here again, @brookeanne,

I want to make sure this is resolved so you can get the accrual amounts correct.

If you're still on the process of running payroll, you can try reverting the paycheck to refresh your payroll information. Here's how:

Open the Payroll Information page.
Right-click the name of your employee which highlighted in yellow.
Select Revert Paycheck.

However, if this troubleshooting results to the same problem, I recommend contacting our Technical Team this time.

Our representatives can diagnose the company file and provide additional troubleshooting to fix the issue. Depending on the severity of the problem, they also can get this escalated to our Data Services Team for a fix.

To get a support specialist, follow the steps below:

Open QuickBooks and click the Help menu.
Select QuickBooks Desktop Help.
On the pop-up screen select Contact us.
Click the Search for Something else button then type your concern in the Ask us anything box.
Hit Search then scroll down to get your contact options.

Refer to this article to learn more about our contact options and support availability: Contact QuickBooks Desktop support

Kindly post an update here after calling our support. I want to make sure this is taken care of and I'll be right here if you need further help with anything in QuickBooks Desktop. Have a nice day!

BigRedConsulting · ‎January 11, 2021

What you are seeing is perfectly normal. There is nothing wrong with your file. There is no need to rebuild.

It would be better if the "Hours available as of..." field was either gone or was less confusing.

What it means is "Hours available as of the last time you paid the employee" or "Current Balance". If you have never paid the employee, then it tries to figure out what date to show, and in your case it looks like it shows the first day of the year, since you are awarding the balance on a yearly accrual basis.

In any case, all it means is "current balance" because that is the only thing the window will show you: The current balance.

BigRedConsulting · ‎January 11, 2021

@Tori B

RE: You can correct most errors and bugs, such as the one with your PTO not showing correctly, by running a Rebuild and Verify.

Yea, except it isn't incorrect. It is exactly how it works and how it has worked for decades.

Why do I know that when you don't?

Why didn't you use QuickBooks to re-create the case the OP describes so you can see the exact thing happen? Every time.

BigRedConsulting · ‎January 11, 2021

@Jen_D

Reverting the paycheck will do nothing. It will not impact the date on the time accrual window for an employee with no paychecks or for an employee who has an as of date of last year, when the OP thinks it should be this year.

Contacting support will not fix it either, but will just waste an hour or more of the OP's time. Since there is nothing to fix.

Why do I know this when you don't? This is pretty basic stuff (learning how QB is supposed to work so that you can tell when it isn't working right and when it is.)

brookeanne · ‎January 12, 2021

Thank you sooooooo much! Can you answer every question I put on here! LOL! :)

brookeanne · ‎January 19, 2021

Good Morning!

I'm wondering if you can help me again? We "dump" employees total PTO hours for the year on January 1. Some of the employees pay stubs are showing their accrued amount and some are not? They are set up the exact same way? As I mentioned before, I just started using this feature at the end of 2020. I added hours for our sales department only for the end of 2020. It appears that those are the employees (sales dept) to which the "accrual balance" is showing on their pay stubs? I would like them to all show the same

EE #1 - not showing accural on paystub

EE #2 - showing accrual

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