Payroll tax returns have been prepared and filed showing no balance due (and no notices to the contrary have been received) Payroll, (and inventory discussed elsewhere), are two areas where ® is less forgiving and clients are more likely to make mistakes. Most often the errors are the result of incorrect or inconsistent procedures. The most common error in this area is that the Pay Payroll Liabilities feature was not used; rather payroll tax payments were entered using Write Checks or Enter/Pay Bill functions. Common Error: Clients Write Checks (or use check register) to pay payroll tax liabilities. Symptoms:.
Payroll Liabilities are higher than expected. Payroll Tax Expense is higher than expected. Bank account balance appears correct Warnings Reduce Errors QuickBooks does warn users in several instances when the recommended procedures are not followed. If users heed the warnings, errors are often avoided. However, some users will click past these warnings and still process the payroll incorrectly perhaps for a lack of understanding as to how to do otherwise.
A client must first subscribe to one of Intuit’s payroll offerings for payroll to be established. Once payroll is installed, a Payroll Setup Tool walks the client through the process. QuickBooks payroll works best when all payroll activity is performed from within the payroll menus. This includes paying accrued payroll taxes to the respective taxing authorities.
If the company has written checks or used the Enter/Pay Bills entered bills functionality to pay for these liabilities, and the QuickBooks-created Payroll Liabilities account was assigned, the following warning message appears: This message warns but does not prevent users about using the wrong type of payment (i.e., Write Checks or Enter/Pay Bills) when attempting to make payroll liability payments. When the user clicks the Pay Payroll Liabilities button in the warning message, the user is directed to the Select Date Range for Liabilities dialog. The message directs the user to use the Pay Payroll Liabilities feature to create a payroll liability check. Find Incorrectly Paid Payroll Liabilities In the Client Date Review, the Find Incorrectly Paid Payroll Liabilities tool, generates a report of all the manual check transactions coded to a Payroll Tax vendor. The entries made outside of the Pay Scheduled Liabilities function in the Payroll Center are displayed. Correcting Payroll Liability Payment Errors Payroll tax liability payments can be corrected via two methods. First, if a check or bill payment was used to pay a payroll liability, determine if the check or bill payment check has been cleared in a bank reconciliation.
If not, void the existing check or bill that is paying the payroll liabilities and recreate the check correctly by selecting Employees Payroll Taxes & Liabilities, then Pay Scheduled Liabilities. The second method should be used if the check or bill payment check was used and that check has been cleared in a bank reconciliation. If the check or bill payment check is voided, the bank reconciliation with be affected. Using a Journal Entry is never a preferred method to make the correction, instead the Payroll Liability Adjustment option should be used to make the correction. Getting the Red Out – Clearing Out Past Due Liabilities The Pay Scheduled Liabilities section in the Payroll Center may have red overdue amounts showing when none exist. The liabilities amounts appear in the section when a payroll is generated and are only reduced when the Pay Scheduled Liabilities method is used to pay the taxes due.
Unbalanced Balance Sheet. Having a difference between the total assets and the sum of the liabilities and equity raises a red flag. It means that something is wrong and actions need to be taken to balance it out. In QuickBooks, it is possible to have either the accrual basis or the cash basis that are not balanced. Instead you can choose QuickBooks Online or a QB hosting provider to host your QuickBooks 2012. Thus you will able to work from anywhere - office or home. Thus you will able to work from anywhere - office or home.
If the liabilities were recorded through any other method, such as a check being written and coded to the Payroll Liabilities account, the liabilities shown as due will not be reduced. First, verify that the liabilities have been paid. Select the appropriate item from the Pay Scheduled Liabilities window as shown below and click the View/Pay button. In the Liability Payment – Checking window, change the check amount to zero. Add additional lines in the expenses area for the same accounts already listed with a negative amount to offset the entry.
Include the check number actually used to pay the liabilities in the memo section as a reference. The result will be offsetting amounts to the liabilities accounts which will clear the Pay Scheduled Liabilities window, but not affect the general ledger accounts. Additional Areas to Troubleshoot Payroll Errors Importance of Payroll Item Account Mapping Payroll items must be assigned an account so payroll transactions can be properly recorded in the general ledger. Errors in the set up of the payroll item mapping can be located through a Payroll Items Listing report. Select Reports Lists Payroll Item Listing report. This report shows the payroll earnings, deductions, and tax items as well as the current tax table limits and rates.
Use this report to ensure the desired General Ledger account is being used. Double-click on any item to make changes. Changes can be applied to all transactions, future and prior, only prior transactions from a date forward or no prior transactions.
Reconciling Payroll Transactions in the Bank Reconciliation Process The Intuit payroll subscription will determine whether all federal and state payroll tax forms for filing are available within QuickBooks. If you or the client is preparing the payroll, it is wise to first complete the bank reconciliation to determine any payroll liability payments which have not cleared and handle them accordingly. Locating Non-Payroll Transactions Users sometimes override error message and record transactions that should appear on payroll reports. Identifying these before the payroll tax returns are prepared and filed can save the time to amend or correct these payroll returns later on. From the Employees menu, choose Employee Center, then the Transactions tab. From this area, select the Non-Payroll Transactions and in the Date area, select the time period for which the payroll reports are being generated.
Shown in the example below is a non-payroll check issued to Gregg. While the check may be recorded properly, this check may also be recorded improperly. This review will make that determination. Creating Payroll Liability Checks Directly in the Checkbook Register To properly process payroll liability checks, select Employees Employee Center Payroll tab, then View/Pay Scheduled Liabilities. Payroll Liability checks should be generated from this section.
However, checks are often created directly from the register or via Write Checks. The Pay Scheduled Liabilities section in the Payroll Center is then incorrect. See the Getting the Red Out—Clearing out Past Due Liabilities section earlier for step by step instructions on how to correct these entries. If the liabilities need to be adjusted and the bank account has been reconciled in QuickBooks, another way to correct the liability is by selecting Employees Employee Center Payroll tab and choose Related Payment Activities Adjust Payroll Liabilities. The Liability Adjustment window appears and changes can be made either to or not to affect the General Ledger accounts depending on how the checks to pay the liabilities were originally written. NOTE: Choose Do not affect accounts if the General Ledger is correct overall and should not be affected.
This situation would arise if the client paid the correct amount of the payroll liability and used the correct General Ledger coding on the checks written to the taxing authorities, but simply did not write the checks correctly using the Pay Scheduled Liabilities area of QuickBooks. In the example shown above, we are choosing to affect the Liability and Expense Accounts. The following dialog box appears. The general ledger will be update with the adjustment.
Banking. Customers will now be able see a “Cleared” stamp on the transaction after the credit card charges have been reconciled. Managing Complex Password. Users now have the option to login into a Company File without having to enter username and password every time. Users only have to login with their username and password once every few days and can open the Company File or switch to a Company File without having to enter username and password, as long as they are using the same Windows user account.
Users have to enter username and password again only if they have explicitly logged off from the Company File or when the login period has expired. Users selecting this new option must safeguard their computers and Windows accounts in order to ensure that their Company Files are protected. Note that this option will only apply to Client Company Files where Credit Card Protection is NOT enabled. This option will not be available by default in a Company File. The Company File’s Admin/Owner can enable this feature for all users by setting a Company Preference:.
For Desktop Pro/Prem customers: Go to Company Setup Users and Passwords Manage Login Settings. For Desktop Enterprise customers: Go to Company Users Manage Login Settings. For all customers: Go to Edit Preferences General Company Preferences. For more information, see. Shipping Manager.
Flat rate box options are now available in USPS international priority service. These were not available previously. 1099 E-filing.
Customers will now have the ability to file 1099-Misc forms electronically using Tax1099.com, Intuit’s preferred e-filing partner. Bank Feeds. Fixed an issue that caused the sync with an American Express account in Bank Feeds to fail. Payments. Partial payments can now be made on eInvoices.
Payroll. Fixed an issue where Desktop Payroll customers were unable to submit Direct Deposit. Search. Fixed an issue that caused QuickBooks to freeze while navigating in the Search Box Preferences window while in Multiuser mode. Utilities. Fixed an issue that caused the error 'Field record(s) could not be read', to display after performing a Verify or when editing a sales form template.
Accountant. Fixed an issue that prevented you from unlocking the Accountant Toolbox. Advanced Import. Fixed an issue in advanced excel import that allowed changing the type of an existing item from inventory part to non-inventory part causing balance sheet to go out of balance.
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Backup. Fixed an issue with Schedule Backup that prevented the back up file being created. Batch Enter Transactions. Fixed permissions check and closed period check when entering transactions through Batch Enter Transactions. Export. Fixed the issue that cause QuickBooks to crash while exporting a large report to Excel.
Inventory. Fixed an issue that caused a warning message to display incorrectly after changing quantity to build on an assembly item.
Items. You will be able to successfully save transactions that contain items that have previously been converted from an inventory/non-inventory/purchased assembly to any other item type. Fixed an issue that caused a warning message to display incorrectly after adding a memo to existing assembly. Lists. Memorized transaction list will no longer show as blank when filtering for frequency.
Other. For QuickBooks Desktop 2014 (R11), 2015 (R9), 2016 (R5), QuickBooks Desktop Auto Data Recovery (ADR) and QuickBooks Desktop Search were disabled for maintenance on May 23rd 2016. Both the capabilities have been restored with this release. QuickBooks for Windows 2016 R7 works with Windows 10 and Office 2016. Payments. Fixed an issue where weird dates were shown in Make Deposits after Adding Payment in Merchant Service Deposit. Preferences.
Users with no access or limited access will no longer be able to change Company General Preferences. Printing. Fixed an issue that caused QuickBooks to crash when printing a transaction, after the transaction has been edited. Reports. Inventory Valuation Summary and Inventory Stock Status by Item reports will now accommodate long item descriptions by showing them partially.
Sales Tax. Fixed an issue that caused sales tax amounts from showing unclassified on reports based on Class. Security Account passwords to protect sensitive information. All users who have the 'Credit Card Protection' feature on, or whose QuickBooks Desktop file contains sensitive data such as credit card data and Personally Identifiable Information (PII) will be asked to set up a password. All users who have the 'Credit Card Protection' feature on and can view full credit card data will be asked to your change password every 90 days. This does not impact QuickBooks Desktop for Mac.
Security updates to QuickBooks SDK. SDK apps that require background access to QuickBooks will need to have credentials regenerated for the app. Credentials will get regenerated once users who need access to the app login to QuickBooks.
If the password for QuickBooks changes, a new application is added or access levels of an application are changed – this would also require users who need app access to login. Shipping Manager. Fixed an issue with Small, medium and large flat rate options not showing up in the drop-down packaging options. Now the Flat rate options (small, medium and large) are shown in the drop down. Accounts Receivable.
Transactions can now be saved successfully even if they contain a line item with a manufacturer’s part number for an assembly item that was not purchased through a vendor. Advanced Inventory (Enterprise Only). Barcodes can now have alignment changed, be printed, and be previewed before printing without the screen freezing. Fixed an issue that caused the following error in the QBWIN.LOG when running a Verify: Sum of item xxxxxxxx on item site table not match quantity on hand stored at item history table. Database. Fixed an issue that would cause the Verify to fail after deleting the class selected on a record. Inventory.
For customers who disallow negative quantities, when creating an invoice from a sales order you will only receive a ‘Negative On Hand Detected’ alert after you’ve completed editing all line items. Online Banking. Fixed an issue that prevented users with Internet Explorer 11 from accessing their banks website using the QuickBooks Internal Browser.
Other Migration of MSXML code base from 4 to 6 to address PCI (Payment Card Industry) Compliance standards. For users concerned with PCI Compliance, you should consult your IT professional to remove MSXML 4.0 from your system and complete the upgrade process. Once MSXML 4.0 is removed from your computer, the following third party apps that require MSXML 4.0 will not be supported: Contacts Sync, Scan Manager, and Shipping Manager. Utilities. Rebuild has been updated to delete stray item sites. Accounts Payable. Fixed an issue that would cause QuickBooks to incorrectly alert a user of a Ship To address change, when creating a Drop Ship Purchase Order from a Sales Order.
Accounts Receivable. Fixed an issue that caused a user to not be able to save an Invoice converted from a Sales Order, or edit an existing Sales Order.
Forms Customization. We are providing access to free online forms customization (ListsTemplates) for Pro, Premier, and Enterprise customers current on their subscription. Install (Enterprise Only). Some updates will not be available to customers whose Full Service Plan has become inactive since originally installing QuickBooks 2016. Reports. Increased footer size for reports enabling users to put in more text (up to 100 characters) in the footer of a report.
SDK. Fixed an issue that caused QuickBooks to close unexpectedly when running a Customer query request via SDK. Batch Delete/Void Transaction Utility.
This utility allows any QuickBooks Desktop Accountant or QuickBooks Desktop Enterprise user logged in as Admin or Accountant to remove multiple invoices, bills and check transactions in just a few clicks. Bill Tracker. This tool that allows users to easily see the status of unpaid transactions.
It also help users to easily and efficiently manage payables. Current Fiscal Year to last month date filter. Date filter that shows users everything from the beginning of the Fiscal year up until the last month it was used. Label Printers Supported. Common label printers can be selected when printing Shipping Labels or other related label types.
This new printer option also includes a variety of different types of common formatting. New Verify/Rebuild feature.
Previous Verify and Rebuild results can now be viewed from the Product Information window. Users will be taken to two screens that show both errors found and errors fixed/not fixed. Other. Fixed: Users can now filter by custom fields for item works on the following reports: Inventory Stock Status, Inventory Valuation, Physical Inventory Worksheet and Assembly Shortage. New feature: Users can now sort columns in the Receive Payments window.
New feature: Users now have the option to automatically copy the Customer's Address from sales orders and estimates into the Ship To Address on Purchase Orders. QuickBooks requires access to the following firewall ports for a multiuser setup over a network: 8019, 56726, 2.
Please consult your IT professional for assistance. QuickBooks now requires users to enter your license number before choosing installation type.
Remove Send Forms. This feature allows users to delete transactions in the Send Forms screen en masse. (Does not apply to QuickBooks Email Service). The Send Forms screen also shows now about how long it will take to send all the emails that have been selected. Streamlined Upgrade Process. Users only have to choose the backup location now; no more 'Are you sure you want to upgrade this file?'
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