Learn to modify or void pay and liability checks that has not been transmitted to payroll service in QuickBooks Desktop.

Common reasons to modify or void pay and liability checks :

Paycheck

Liability check

·         Wrong information

·         Duplicate check

·         The tax agency rejected your liability e-Payment

As long as the check hasn't been transmitted to Payroll service yet, it's a quick fix!

Note: If you have Direct Deposit or QuickBooks Desktop Payroll Assisted and have already sent your payroll to the Payroll Service, follow the appropriate article:

Important: Back up your company file before performing the steps.

Find the paycheck

If you know the employee's name

  1. Go to the Employees menu, then choose Employee Centre.
  2. Select the employee's name, under Reports for this Employee, choose QuickReport.
  3. From the Dates drop-down, choose All.
    Note: If you know the date of the paycheck, enter the date in the From and To fields.
  4. Look for the line entry with the incorrect paycheck. Double-click it to display the paycheck.

If you don't know the employee's name

  1. Select the Reports menu at the top bar.
  2. Select Employees and Payroll, then choose Payroll Transactions by Payee.
  3. From the Dates drop-down, choose All.
    Note: If you know the date of the paycheck, enter the date in the From and To fields.
  4. To ensure that you have the correct paycheck, double-click each one to display and review the entire check.

Edit the paycheck

After creating your paycheck, you can review and change them, if necessary.

  1. Locate and open the paycheck.
  2. On the Paycheck window, you can change the check number, date, bank account or employee's address.
  3. Select Paycheck Detail to edit or delete amounts for individual payroll items.
  4. Select OK, then choose Save & Close.
  5. A pop-up window notifies you and asks you whether you want to record the changes or not. Select Yes to save the changes.

Note: If you are using Direct Deposit or Assisted Payroll and you've already sent the paycheck to the Payroll Service, you can't change the paycheck date and the net pay amount.

Edit earnings items

You can easily edit the earnings items (even after payroll has been submitted to Intuit) as long as it doesn't affect the Gross or Net amount of a check. For example, if the Job costing is incorrect, and you need to split the wages, you can edit the check and correct the numbers.

The Net Pay Lock error may appear, but if you select No, the changes will remain.

Note: Changes in an existing paycheck cause additional payroll liabilities and may require you to amend payroll tax forms.

Delete a paycheck

You may need to delete a paycheck if it's a duplicate or need to change the amount of the paycheck.

  1. Locate and open the paycheck.
  2. Select the Delete icon, then choose Delete check.
  3. A pop-up message will appear, select OK to permanently delete the transaction.

If a paycheck has been deleted in error, the paycheck can be retrieved by restoring the backup copy or by pulling up the Audit Trail. (Go to the Reports menu, then select Accountant and Taxes and Audit Trail.)

Note: If a paycheck appears in the Check Register with a green lightning bolt icon next to it, it has already been sent to Direct Deposit or to the Assisted Payroll service, and you can't delete it.

Void a payroll liability check

You should only void a liability check if the tax agency rejected your liability e-Payment and you need to resubmit.

2 types of payroll liability checks in QuickBooks

  • Direct Deposit payroll liability check - created automatically in QuickBooks when Direct Deposit paychecks are created and sent to Intuit. It shows QuickBooks Payroll Service as the payee.
  • Payroll liability check for tax payments - created when you pay taxes through the Pay Liabilities window in QuickBooks.
  1. Select Banking menu, then choose Use Register.
  2. Select the appropriate bank account if prompted.
  3. Locate the liability check. It should have the LIAB CH. as type.
  4. Double-click the liability check to edit it.
  5. Select the Delete icon, then choose Delete check or Void.