How to edit paycheques in QuickBooks Online Payroll

This article explains how to edit (modify) paycheques created through QuickBooks Online Payroll.

Should I edit, delete, or void a paycheque?

• Edit a paycheque: This updates your paycheque info directly for the payroll. See below for which paycheques you can and can’t edit.
• Delete a paycheque: This removes the paycheque from your payroll. You can delete paycheques if you haven't sent your payroll to us yet.
• Void a paycheque: This changes your paycheque dollar amount to zero. You may need to make adjustments to balance your books. This doesn't stop a direct deposit from processing and doesn't return funds to you. You can void paycheques if you have already sent your payroll to us.

Which paycheques can and can't be edited?

In general, you can edit a paycheque if:

• It's the employee's most recently submitted paycheque.
• It hasn't been paid to the employee yet (for direct deposits, this means the pay cheque hasn't been transmitted to the employee's bank. For paper cheques, this means they pay date hasn't passed).

You can't edit a submitted paycheque if:

• ​it's not the employee's most recent paycheque.
• it has a Pay date before January 1 of this year.
• the employee's pay rate changed since the pay cheque was first submitted (for example, if you submit a pay cheque for an hourly employee and then change the employee to Salary or Commission only, you won't be able to edit the pay cheque).

How to edit a paycheque

If it's the most recent paycheque...

1. Select Payroll and then Employees.
2. Select Paycheque list and then filter by most recent paycheques.
3. On the paycheque, select the dropdown arrow under the Action column and select Edit.
4. Make the required changes and select Save.

If it isn't the most recent paycheque...

Since it is only possible to edit the most recent cheque, to edit a prior cheque, you will need to delete all cheques subsequent to it before editing. You can review our support article for more information on how to delete paycheques.

Important: Be sure to print or copy the information from these paycheques as they will need to be recreated once the edit is done.

Alternatively, if a cheque has already been deposited or delivered to the employee or is too far back in the list to delete, you can contact us and we can help you make the necessary corrections.

Note: You will be sent a paycheque corrections template to fill out and send back to us to process.