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Senior Explorer *

duplicates in payroll expenses

we went to the ONline version in June.  QB wend "down" end of July and we had to send paper copies of checks to employees.  Since August 1st, QB is posting the net payroll in wages and the gross payroll in Payroll liabilities which makes expenses almost doubled for the month and also the tax liability is doubled for the month.  How do I know which "payroll" has to go and how do I delete them from QB?  No one received two checks..  the payroll was paid once with paper checks than went back to electronic processing and there were three paychecks in August.  How do I know which one of these payroll figures are valid?  I did reconcile.  Usually, just one figure represents the entire payroll so not sure how to proceed.  

QuickBooks Team

Re: duplicates in payroll expenses

Hi @Caroleann,


Let's check why you have duplicates in your payroll expenses in QuickBooks Online.


If it's a regular payroll and the paychecks are from the current quarter, you can void the paychecks by following these steps.
1. Click Workers on the left panel, and then select Employees.
2. Select the Paycheck List link.
3. Change the date range, and then select the paycheck/s you want to delete.
4. Confirm if the check has been cashed.
5. If no, select No, and then Continue. Manual paycheck will be deleted and direct deposit checks will be voided.
6. If yes, select Yes, and then Continue. Both manual and direct deposit checks will be voided.
On the other hand, you can delete direct deposit paychecks two banking days before the check date and before 5:00 p.m Pacific Time.
Here's how:
1. Click Workers on the left panel, and then select Employees.
2. Click Paycheck List below the Run Payroll button.
3. Check the box before the paycheck that you need to delete.
4. Click Delete at the top.
5. Select Yes to confirm.
You can find this helpful articles to learn more about set up recurring transactions and know the printing options of checks: Create a Payroll Liability Check.

Please know that you're always welcome to post if you have any other concerns. Community Team will always here to help. ​

Senior Explorer *

Re: duplicates in payroll expenses

Thank you so much for your reply.  this report was very helpful since I'm new to Online version.  However, these transactions do not actually duplicate although looking at this report did verify that there are two transactions for each payroll "check" sent. 

One transaction is Net and the other is Gross.  One transaction is listed under "wages" and all three payrolls came out of the Payroll account as individual "net" paychecks.  In that payroll bank statement, only one payroll period was an actual "paper" check because we had just come over from enterprise and could not get the payroll to work so we paid by check.  The next two "payrolls" showing out of that account were paid electronically and in the past, only the total amount of payroll was sent to the statement for reconciliation but during August each net check is noted even though they were sent electronically and not sure where the taxes went but they must have gone to the tax account since payroll taxes are showing double the amount we usually pay.  Now the problem is, There was also showing in this report a listing of the Gross amount of each check along with each deduction.  Those transactions were listed in the report under Payroll Liabilities where Payroll is usually listed.  I'm thinking of allowing the paper checks in the payroll account for the first payroll period because they are on the statement,  but the next two payrolls show  the net check on the statement where only the total of payroll should show.  I have to take out one net payroll with one set of taxes for the transactions to be correct. (no one received two paychecks).  Payroll taxes are three times what they normally are.  We did have an extra paycheck in August so that will account for some of it but I'm thinking taxes were recorded for all three (6) of these payroll runs.

I think my only option is to go back a month and see how payroll was accounted for in the month we were still in enterprise and delete out anything different (except where we paid by paper checks).  I'm pretty sure that will un reconcile everything done in August but perhaps that is what has to be done.  Your thoughts?!  

QuickBooks Team

Re: duplicates in payroll expenses

I appreciate the information, Caroleann. I'd like to explain what happens when you convert your file from Desktop to QuickBooks Online.


The payroll checks will be converted as normal checks. You'll have to set up a prior payroll so you can use the payroll feature seamlessly in the Online version. Entering these figures will help you ensure the year-to-date total and tax forms are accurate. For the detailed steps, I got you the reference


Get back to this thread if you need more help from us. 


Senior Explorer *

Re: duplicates in payroll expenses

Thank you for letting me know that the checks instead of the total amount will now show in the payroll account.  Just so you know, We have already followed all the steps you sent us and had three successful payroll runs until QB went down the last week of July.  Since then it's been a nightmare.  Manually enter the employees and their information all over again and use paper checks for that first payroll run.....that is when we started to get these charges to two different accounts, wages??  and Payroll liabilities.  Wages was apparently already in the chart of accounts when we came over, I would never name an account wages and these transactions should go to Payroll liabilities, not sure now how to make this happen. 

I will go over the procedures you sent once more and forward to the Payroll girl for her to go over each step to be sure we set them up correctly.    However, I have to correct August transactions and wondering should I just delete the Payroll liabilities since even though that is where payroll went in the enterprise, it's not supposed to go there now?  I know it will unravel August but I'll just reconcile everything again I'm getting used to the re-do's in the online version...I spend more time on redoing something than I do reconcile and I've turned off bank feeds and am doing everything manually which has stopped a ton of problems with duplicates in all my transactions. 


For now, I have to correct August so taxes can be paid.  I'd like to delete transactions from the incorrect account and wondering if you know which one that would be.  Wages or Payroll Liabilities

QuickBooks Team

Re: duplicates in payroll expenses

Thanks for getting back to this thread, @Caroleann


I'm here to guide you to the right support who can help you with correcting your payroll transactions in QuickBooks Online (QBO).


I'd like to acknowledge your effort for sharing additional information about your concern. To correct your historical transactions, I encourage you contacting our QuickBooks Online Payroll Support. They have additional tools to pull up your account and do a screen-sharing.


They also need to process some adjustment to ensure your Wages or Payroll Liabilities calculations are accurate. 


You can contact our payroll support by following these steps:

  1. Sign in to your QuickBooks Online company.
  2. Select Help (?) at the top right.
  3. Select Contact Usto connect with a live support agent.

For future reference, you can visit these article to learn more about QuickBooks Online payroll:

Please know that you're always welcome to post again if you have any other concerns about QuickBooks Payroll. The Community will always here to help. 

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