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Employee Not Showing in QuickBooks Desktop Payroll

Employee Not Showing in QuickBooks Desktop Payroll

You’ve just finished processing your payroll for the month, and all your employees have received the proper pay. You begin to worry though because one of your employees isn’t appearing in the payroll register. A few straightforward fixes should take care of the situation and guarantee that it won’t happen again. Numerous factors could be at play if an employee is missing from QuickBooks Payroll. However, with a little troubleshooting, you ought to be able to find the issue and solve it right away. Please feel free to contact our support team if you have any more inquiries or guidance.

An employee is not showing up in QuickBooks Payroll most often because the user has selected the wrong list that doesn’t contain the user. Because of the wrong list, the employee’s name won’t show up and the user will find that they cannot include the employee while running payroll. An easy solution for this is to include the employee in the list for payroll. Another problem that sometimes occurs is when the user accidentally marks the employee as inactive and then tries to select the employee while running payroll. An inactive employee never shows up on the payroll list.

Some errors related to payroll service can also interfere with and prevent the employee from showing up on the payroll list. Whenever you run a payroll, you should check the list for the included names. Then install the latest payroll updates to ensure that you have the latest tax tables and forms. From there, you can check the information of the employees and include them in the list.

Employee Detail Disappears in QuickBooks Payroll

If you run the Payroll and no employee shows up, it indicates one of the four problems:

  • The employee was not added to the Payroll
  • The employee not showing up carries a release date
  • You have marked the employee as inactive.
  • The employee on your Payroll is set as an owner.

How To Fix A Problem Where An Employee Is Not Appearing In QuickBooks Payroll:

In terms of managing your finances, if you’re an employer, you already know how invaluable QuickBooks is. However, what takes place when a worker is missing from QuickBooks payroll?

There are a few causes for this:

  1. It’s possible that QuickBooks does not yet have the employee.
  2. Despite being added to QuickBooks, the employee’s information was likely entered incorrectly.
  3. Even though the employee may have been added to QuickBooks, the payroll data was not entered correctly.
  4. Do not become anxious if you find yourself in this circumstance.
  5. The issue can be resolved in a few different ways.
  6. If the employee hasn’t already been added to QuickBooks, first make sure they have.

How To Fix ‘Employee Not Showing in QuickBooks Desktop Payroll’

There are a few things you can try to resolve the problem if your employee doesn’t appear in QuickBooks Payroll. First, see if QuickBooks has the employee set up as an active employee. Should this be the case, you must add them as an active employee. Next, make sure the employee’s pay schedule is configured properly. You’ll need to modify the pay schedule if not. Finally, confirm that the employee’s compensation is being paid using the correct payroll items. If not, you must update the currently used payroll items.

First, make sure that QuickBooks has the employee set up correctly. Try running a payroll adjustment to add them to the system if they are. If that doesn’t work, you might need to ask for assistance from support.

Fix an employee missing from a payroll schedule:

QuickBooks Online Payroll:

Examine your employee status.

An employee who is not Active will not be listed on a payroll schedule. To check your employee’s status, follow these steps:

  1. Navigate to Payroll, then to Employees.
  2. Choose your employee. If the employee isn’t on the list, choose All Active Employees from the dropdown.
  3. Select Start or Edit from the Employment Details menu.
  4. Examine the status using the Status dropdown.  Change the status dropdown to the appropriate option.
  5. Choose Save.

Check to see if an employee is on the incorrect pay schedule:

When you add an employee to QuickBooks Online Payroll, they are added to a payroll schedule automatically.  To change your employee’s pay schedule, follow these steps:

  1. Navigate to Payroll, then to Employees.
  2. Choose your employee.
  3. Select Start or Edit from the Employment Details menu.
  4. Choose or create the pay schedule for the employee moving forward from the Pay schedule dropdown.
  5. When you’re finished, click Save.

QuickBooks Desktop Payroll:

  1. To see if an employee has a release date, go to Employees and then Employee Centre.
  2. Click twice on the employee.
  3. Choose Employment Information.
  4. Check to see if a date has been entered for the Release Date (Last Date on Payroll).
  5. Remove any dates that are present and click OK.

Check to see if an employee is inactive:

  1. Select Employees, then Employee Centre.
  2. Select All Employees from the dropdown menu above the list of employees.
  3. Examine the X column for an X to the left of the employee’s name. When an X appears, the employee is marked as inactive. 
  4. To activate the employee, click the X.

Check to see if an employee has been assigned as an owner:

  1. Select Employee Centre from the Employees menu.
  2. Click twice on the employee.
  3. Choose Employment Information.
  4. If the Owner is listed next to Employment Type, select the dropdown and choose the appropriate employee type.
  5. Choose OK.

Add an employee to a payroll schedule by doing the following:

  1. Double-click the employee whose schedule you want to add.
  2. Choose Payroll Info.
  3. Select the Payroll Schedule dropdown, then the payroll schedule for the employee who will be working in the future.
  4. Choose OK.

Employee List Missing While Run Payroll QuickBooks

So, if you are running Payroll and an employee is not showing up in QuickBooks payroll, we recommend you to follow the guidelines provided by QuickBooks Payroll Customer Service team .

This error also happens when your data file has been corrupted somehow. The probable outcome of the error would be that on the Payroll schedule, the employee is going to appear.

Before moving forward, we presume that you already have generated a payroll schedule and the employee who is missing is registered as an employee in your QuickBooks Desktop. Also, you have to check out all the instructions on How to Calculate Employee Salary in QuickBooks Payroll.

How to Resolve Error Employee is Not Showing Up in QuickBooks Payroll?

We are going to guide you step by step on how to resolve Employee is not Showing Up in QuickBooks Payroll error.

Please ensure that you follow all of them one by one to figure out the root of the problem, which then you can easily resolve by performing a few manual operations which you will be knowing already as a general practice.

Please ensure that neither of the options has been left unattended for a full and smooth recovery:

Total Time: 15 minutes

1️⃣ Adding An Employee To A Payroll Schedule:

Adding An Employee To A Payroll Schedule

✅ Go to the top menu bar, click Employees, and then Employee Centre.
✅ Click two times successively on the employee who is missing.
✅ Go to the Change Tabs and click the drop-down arrow, click Employee Info.
✅ Now once again click on the Employee Info tab and go to the Employee Date See if you have entered a release date.
✅ Set out the release date and hit

2️⃣ Checking If The Employee Is Marked As Inactive

Checking If The Employee Is Marked As Inactive

✅ Once again to the top menu section and click Employees, and then Employee Centre.
✅ There will be a list on the left concerning the employees, click View and then All Employees.
✅ See if the employee has an X mark on the employee’s name’s the left side. The X mark indicates that the employee is inactive.

3️⃣ Checking If The Employee Is Marked As An Owner

✅ Once again to the top menu section and click Employees, and then Employee Centre.
✅ Click two times successively on the employee who is missing.
✅ Go to the Change Tabs and click the drop-down arrow, click Employee Info.
✅ Now once again click on the Employee Info tab and go to the Employee Date There will be a drop-down arrow named Type click it and check to see whether the Owner was selected or not.

Conclusion:

If you discover that an employee is not appearing in QuickBooks Payroll, don’t worry — there are a few simple steps you can take to resolve the issue. First, ensure that the employee’s name and Social Security number are correctly entered in their profile. If everything appears to be in order but the employee still does not appear, try running a payroll update. If none of these solutions work, contact QuickBooks support for additional assistance. There are a few things you can do to fix an employee who isn’t showing up in your QuickBooks payroll. First, check to see if the employee is set up in QuickBooks as an active employee.

If not, you must update their status in QuickBooks. You should have no problems processing payroll after the employee has been set up as an active employee. For additional help if you’re still having issues, get in touch with QuickBooks support. Because they haven’t been assigned to a pay schedule, employees occasionally fail to register in QuickBooks Payroll. You must enter the software and assign the employee to a pay schedule to correct this. Please feel free to contact our support team for assistance if you’re still having issues getting an employee to appear in QuickBooks Payroll.


FAQ


  1. Why am I getting an error code Employee is not showing up in QuickBooks Payroll?

    There are many scenarios users face when they have to tackle Employee is not showing error in QuickBooks. It appears when the employee has not been entered into the payroll, or they are marked inactive or the employee is set as an owner or he/she is not connected with the right payroll schedule.

  2. How can I fix the employee not showing up an error if it happens with the absence of tagging with the right payroll schedule?

    To resolve this you need to locate employees and then hit on the Employee Center. Click on the edit Employee info window by double-clicking on the employee name. Once done discover the Payment info and choose the correct payroll schedule listed in the payroll schedule drop-down. Apply the changes by clicking on the OK button.

  3. Is there any option available to add an employee to a payroll schedule in QuickBooks?

    Yes, you have to locate the Employee in the menu bar and then hit on the Employee Center. Give a double click on the employee to add the employee. Hit on the Change Tabs drop-down arrow and then choose Payroll and Compensation info. Discover the drop-down arrow, hit on the payroll schedule, and choose the suitable schedule. And at last hit on OK button

  4. How can you modify the payroll item list in QuickBooks Online (QBO)?

    The payroll item list is displayed per employee in QuickBooks Online (QBO). We can edit it by going to the Payroll or Workers menus. On the left pane, select Payroll or Workers. Employees should be chosen. Select the employee’s name. Select the edit (pencil) icon next to Pay. Next to the deduction item, click the edit (pencil) icon.

  5. In QuickBooks, how do I set up payroll?

    Go to Employees > Payroll > Box Payroll Install. If you already have QuickBooks but don’t have a Desktop Payroll subscription, you can buy and activate it by going to the QuickBooks Home page and clicking Turn on Payroll. (Alternatively, in QuickBooks, go to Employees > Payroll > Turn on Payroll.)

  6. How can I check whether a QuickBooks employee is inactive?

    Change the status to ON under QuickBooks Workforce, then choose Save. As an alternative, we can visit the Employee Centre to look up your employees’ profiles. These employees’ accounts won’t be able to connect to QuickBooks Workforce if their status is inactive.

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