cancel
Showing results for 
Search instead for 
Did you mean: 
Highlighted
Experienced Member

Payroll liabilities problem

When we pay our PR Liab. QB takes us directly to the state/fed website to pay.....

Well, our accountant has paid some through logging into our state/fed accounts and QB has no idea that these have been paid....

Now, we have outstanding PR Liab.  :(  how do I get rid of these without QB directing me to the state/fed website and them get paid twice?

 

Oops forgot to mention the payments the accountant made have been recorded in the QB check register.

I have a mess here, and this is just the beginning.

7 Comments
QuickBooks Team

Re: Payroll liabilities problem

Good to see you here in the QuickBooks Community. @bobbilou.

 

Let me help guide you on how to record the payment you've made for federal and state agencies in QuickBooks Desktop. 

 

You'll need to process a prior payment to record the payroll liabilities you've paid on the website. This will remove the outstanding balance due showing on your QuickBooks Pay Liabilities window.

 

Here's how to  enter historical tax payments for the current:

  1. At the top menu bar, click Help.
  2. Choose About QuickBooks.
  3. Press Ctrl + Alt + Y or Ctrl + Shift + Y to open the Setup YTD Amount window.
  4. Click Next.
  5. Select Create Payment.
  6. Provide the information under Prior Payments of Taxes and Liabilities.
  7. Click on Accounts Affected and select the appropriate option.
  8. Click OK.

For additional reference, you can check this article: Enter historical tax payments in Desktop payroll

 

If you need further assistance with the steps, I recommend to contact our QuickBooks Desktop Support Team. They have additional tools to pull up your account and do a remote session.

 

Here's how you can contact our customer support:

  1. Select QuickBooks Desktop Help from the Help menu.
  2. You can also press F1 on your keyboard to bring up the same Help Panel
  3. In order to route you to the correct support expert, we need to know what type of question you have.
  4. Click Continue.
  5. We’ll provide you a few options. You choose which one is best for you.

This will get you on the right track. Don't hesitate to leave a comment below if you have additional questions about the prior payment. I'm always here to help. 

Experienced Member

Re: Payroll liabilities problem

Oops forgot to mention the payments were recorded in the check register. I have a big mess here and this is just the beginning. 

QuickBooks Team

Re: Payroll liabilities problem

Hello there, @bobbilou.

 

I'm here to help guide you record the payments correctly in QuickBooks Desktop (QBDT).

 

Since the payments were already recorded in the check register, you have to create/record a prior payment. In this case, please ensure to select Affect liability accounts but not the bank account before saving the prior payments.

 

You can see attached screenshot for additional reference.

h1 prior payment.PNG

 

To learn more, you may check this article: Enter historical tax payments in Desktop payroll.

 

In addition, you may check our help articles for future reference about QBDT: Help articles for QuickBooks Desktop.

 

Please keep me posted if you have any other payroll or QuickBooks questions by adding a post/comment below, I'm just a post away to help you. Wishing you continued success!

Experienced Member

Re: Payroll liabilities problem

Can't get past step 4...this is what I get after clicking "next" in step 3

 

setupYTDscrn.png

QuickBooks Team

Re: Payroll liabilities problem

Hello there, @bobbilou!

 

You'll have to select an effective date for your payroll liability adjustment. Let me step in for a moment and help you successfully enter your payroll liability adjustment.

 

To start with, the screenshot you've shared talked about the effective date of your payroll liability adjustment. With this, you can select a specific date for when it'll take effect into your accounts.

 

From there, here's how you can continue and record your payroll liability adjustment:

  1. Select a date from the Date fields in your screenshot.
  2. Click Next and then select the date when you've run your first payroll.
  3. Hit Next and then select Next.
  4. Click Next and then select Create payment.
  5. Choose one of your payroll items and enter the amount.
  6. Click Accounts Affected.
  7. Choose Affect liability and expense accounts but not the bank account.
  8. Select Done and then Finish.

Once done, you can now record your payroll liability adjustment. In addition, I'll be adding as well our detailed guide in recording your payroll liability adjustment.

 

Let me know in the comment section below if you have any other questions. It'll be always my pleasure to help.

Active Member

Re: Payroll liabilities problem

I have a question in regards to this.....I always pay my payroll liabilities separately, directly on the sites where they are due, so I never use the Quickbooks links to pay them.  How can I turn off this feature permanently?  In other words...I want to see how much the payroll liabilities are, etc, but I don't want the amounts to affect my checkbook, and I don't want the liabilities to show 'past due' all the time?

QuickBooks Team

Re: Payroll liabilities problem

Thanks for joining this thread, @pristinepeaks.

 

Let me help share some information about the payroll liabilities in QuickBooks.

 

Once you've set up the Federal and State taxes, QuickBooks will automatically calculate the payroll liabilities when creating paycheck. The payroll liabilities amount will show on the Pay Taxes & Other Liabilities window and will show as Pas Due if the taxes are set up for pay scheduled.

 

However, if you'd like to process an advance payment for your payroll liabilities or record the payment you made through website to mark the past due liabilities amount as paid in QuickBooks, you can follow the detailed steps in this article to enter tax payments made for prior tax periods: Enter historical tax payments in Desktop payroll.

 

For additional reference, you may want to check these articles:

Don't hesitate to leave a comment below if you have additional questions about the payroll liabilities. I'll be around to help.