Issues with Data File

I'll ensure that your company file is free from any potential data issues, seasidelauren.

Error 278 occurs when an employee was overpaid or the Payroll Taxes. Since your balance sheet and report were correct. We can perform some troubleshooting steps to fix it. Let's make sure that your QuickBooks software is updated to the latest release. Then, download the QuickBooks File Doctor to your computer. We can use the QuickBooks File Doctor to scan your company file and fix possible data issues.

Step 1: Download and install QuickBooks Tool Hub.

1. Open the file you downloaded (QuickBooksToolHub.exe).
2. Follow the on-screen steps to install and agree to the terms and conditions.
3. When the install finishes, double-click the icon on your Windows desktop to open the tool hub.

Step 2: Run Quick Fix my File.

1. From the tool hub, select Company File Issues.
2. Choose Quick Fix my File.
3. Click OK when it completes and launch your QuickBooks.

If you get an error message, move to Step 3.

Step 3: Run QuickBooks File Doctor.

1. From the tool hub, select Company File Issues.
2. Choose Run QuickBooks File Doctor. It can take up to one minute for the file doctor to open. Note: If the QuickBooks File Doctor doesn't open, search for QuickBooks Desktop File Doc and open it manually.
3. In QuickBooks File Doctor, select your company file from the drop-down menu. If you don’t see your file, click Browse and search to find your file.
4. Hit Check your file (middle option only) and then Continue.
5. Enter your QuickBooks admin password and then select Next.

Once done, you can run the Verify and Rebuild data again to check your file if it's already free of any error. Also, it's common to run rebuild multiple times as long as the error message is changing. There are times that data issues can be fixed one at a time after the others have been resolved.

For your reference, you can see the steps through this guide: Fix company file and network issues with QuickBooks File Doctor.

In case you want to correct year-to-date(YTD), you can review this resource: Adjust payroll liabilities in QuickBooks Desktop. This includes helpful tips and processes to correct your liabilities.

Let me know if you have any QuickBooks-related concerns. I'm here to help you.

I've already followed these steps and rebuilt it at least 10 times and the errors persist. 

I've already done these steps and I've rebuilt the file at least 10 times and the errors persist.

@seasidelauren 

Are you using QBD Pro/Premier? How big is your file size?

Pro, it's fairly large, I'd like to condense the data but I'm a little nervous until we can get these errors cleared up. . . 

Thanks for coming back to this thread, seasidelauren.

I appreciate your taking the time to do the steps to fix error 248.

This probably a potential data issue for your company file. Since the issue persists after doing the recommended troubleshooting steps, I'd suggest reaching out to our QuickBooks Support Team. They'll be able to further investigate the root cause of this and submit a request to our Data services team to fix your company file.

Here's how:

1. Open QuickBooks.
2. Go to Help, then select QuickBooks Desktop Help.
3. Choose Contact Us.
4. Give a brief description of your issue, then select Let's talk, and then choose a way to connect.

If you can't get into your product, we can still help you. You can message us outside of the product by using this link: Contact Us.

Support hours are Monday until Friday 6 AM to 6 PM PT.

If there's a need for you to adjust payroll liability, you can visit this resource for more info: Payroll Liability and/or Balance Sheet Report shows incorrect amounts for payroll liabilities.

If I could be of any other help, please don't hesitate to add details on this thread. I'm always here to assist you.

I reached out 5 times today.  3 of those times I was disconnected, I literally spent my entire day on this.  How many support tickets do I need to open to get this resolved?  Can this please be escalated to a supervisor?  I'm 12 hours into this with no resolution and a whole lot of wasted time and frustration.  I can't wait on hold all day again just to be disconnected and never called back over and over.

@seasidelauren 

Secure a backup file and condense your file to downsize it. Keep your file size in a range of 150-200 MB to minimize any funky issues. If the same error persists, consider purchasing a 3rd party file repair service.

Thank you, I'm working on that right now.  Any recommendations on a 3rd party repair service?

Hello, @seasidelauren. This isn't the kind of customer service we want you to experience.

I appreciate you coming back to the QuickBooks Community to share details of your experience with support. I get how it feels when you have issues while using the accounting software that isn't addressed right away.

I'd like to help you take care of everything myself, however, I cannot see your company information in the Community. To sort this out, I already intensified this to a supervisor that will further investigate and help this matter.

Also, the suggestion of our Community Backer Fiat Lux-Asia can help you streamline the process. In case you want to look for a third-party app, you can visit this link: Apps Center.  QuickBooks Desktop (QBDT) also allows integration with several third-party apps and software. 

Third-party applications have different features and functions. And so, we're unable to recommend an app specific to your needs.

If you need some reference in dealing with your other tasks, you can visit our articles here.

I want to make sure this is taken care of for you. If you have any other concerns, post a comment below. I’ll pop right back in to assist further. Have a good one.

@seasidelauren 

Check our profile name and send your business email address in a private message to us.

The file is condensed and I'm attempting to back it up and rebuild it now.  If there is a way someone could reach out to me directly tomorrow that would be helpful.  I can send a message.

There are many reliable third-party companies that can repair your data file such as Fourlane, Q2Q, or E-Tech.

So I'm now seeing that as per error 248 we did have an employee in 2018 and 2019 where Federal Withholding was taken out twice on his paycheck.  At this point it's too late to go back and correct the errors. . . W-2s have already been filed, as have the employees tax returns - how do I fix this error now?  Also not sure why this issue never came up earlier since I've run the rebuild/verify numerous times since then. . . 

@seasidelauren 

Our experience is that Pro and Premier data files start to take a long time to run reports at the 150-200 MB (megabyte) size. In addition, Pro and Premier become more susceptible to data corruption and other funky issues if they get to be too large.

Yes, there are companies that can assist you with fixing this. PM me if you would like a recommendation or two.

Hello seasidelauren!

I'm joining this post so I can help you in fixing the withholding issue.

First, we need to make an adjustment to correct the withholding. Please follow these steps:

1. From the Employee menu, select Payroll Taxes and Liabilities.
2. Select Adjust Payroll Liabilities, then enter the Date and Effective Date.
3. In the Adjustment is for section, select the Employee and the employee's name.
4. Under Taxes and Liabilities, select the payroll item you need to adjust and enter a negative number to reduce it. Click OK to save it.

Once done, please note that you need to amend both W-2, 941, and 940. QuickBooks Desktop offers a printable W-2c and W-3c that you can use as a reference. You'll need to file the W-2c and W-3c manually with the Social Security Administration. Follow these steps:

1. From the Employees menu, select Payroll Center.
2. Go to the File Forms tab and select Annual Form W-2c/W-3c - corrected Wage and Tax Statement, then Create Form.
3. Select the employee, then OK. Click Review/Edit.
4. Review each page. Make sure to check the box Check if this is a W-2c (corrected W-2).
5. Fill in only the lines that need to be fixed in both the Previously Reported and Correct Information columns. 
6. Remove the amounts from the remaining lines. Right-click on the amounts and select Override, then delete the amounts.

Check this link for Forms 941 and 940: Correct or Amend Forms 941 and 940. If you subscribed to Assisted payroll, please reach out to our Support Team so they can help you with the amendment.

1. Go to Help, then select QuickBooks Desktop Help.
2. Select Contact Us.
3. Enter "Correct 941 & 940", select Let's talk, and then choose a way to connect.

Also, here's the article to answers common questions about W-2: Get answers to your W-2 questions.

If there are still unpaid liabilities from last year, you can record prior tax payments by following these steps:

1. From the Help menu, choose About QuickBooks.
2. Press Ctrl + Alt + Y, or Ctrl + Shift + Y to open the Setup YTD Amount window.
3. Click Next until you reach the Enter prior payments section.
4. Select Create Payment to enter all prior payroll taxes you've made.
5. Tap the Accounts Affected... button. This displays options for how you want the payment to affect your Chart of Accounts (COA).
6. Continue this process until you have completed all payments. Click Done to save your work, then select Finish to close the window.

If you need payroll reports, please visit this page: Reports.

Leave a comment again below if you need more help. Take care always!

This would result in tax implications for an employee that has already filed their returns and received refunds based on the incorrect amounts withheld.  So we can't just edit everything and refile at this point - how do I clear these errors from QB?

Hi. I am trying to migrate from QB Desktop to Online and  there is a paycheck from 2019 where Federal withholding was taken 2 times. I followed the instructions to create the adjustment and ran the W2c/W3c. However, the error still shows up when I try to condense my file. Help...

Hello there, jahumphreysvm.

I appreciate all of your efforts to fix the error, and for sharing the end result. I'm here to help ensure you can condense your file and transfer it to QuickBooks Online (QBO) smoothly.

Since you keep getting the same error, I suggest getting in touch with our Payroll Support Team for further assistance. One of our specialists will perform a screen-sharing session and review your payroll data from there. When the issue has been identified, they will assist you in implementing the real-time solution.

To get the support information:

1. In your company file, go to the Help menu at the top bar and choose Contact Us.
2. Type a brief description of the issue, like, payroll error when condensing the company file.
3. Click Continue and sign in to your Intuit account.
4. Tap the Continue button and choose Continue with my account.
5. If you don't already have an account, make sure to create a new account.
6. We'll email you a single-use code enter it and select Continue.
7. If you have more than one account, select the account you want to use and then click Continue.
8. Select to Chat with us or Have us call you.

To learn more about how the Condense Data utility works, click here to view the full details. It includes detailed instructions for running the tool in each QuickBooks version.

Furthermore, these articles describe in detail how your desktop data is converted to QuickBooks Online (QBO), including the migration steps:
 

• Move your QuickBooks Desktop file to QuickBooks Online
• Learn how features and data move from QuickBooks Desktop to QuickBooks Online

Leave a comment below if you require assistance migrating your QuickBooks Desktop (QBDT) file to QBO or have other product-related concerns. I'm always ready to help you. Enjoy your day.