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How To Fix Pay and Adjust Payroll Liabilities in QuickBooks?

Payroll Liabilities in QuickBooks

Making Correction In Payroll Liability QuickBooks

Problem: In some cases, companies want to adjust their employees’ year-to-date information contained within the payroll items, i.e. employees’ contribution, adding of the employees, and deduction of items in the payroll. If you are unaware of how to go about fixing Payroll Liabilities, you can ask our QuickBooks experts of the QBPayrollHelp. You can fix payroll liabilities in QuickBooks if the below-mentioned scenarios occur with you:

There is wide help for QuickBooks Payroll Liability Adjustment brings earlier by our experts , have you checked out .

What are Payroll Liabilities?

Like other types of liabilities, payroll liabilities are amounts that are not paid by you; however, you owe them to your employees. This also includes the amount of payroll tax withheld from employees. The amount tracked on a paycheck using a payroll item is also added to payroll liabilities.

Here are examples of payroll liabilities:

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Adjust payroll Liabilities in QuickBooks:

  • The tax tracking type is wrong with the setup of Health Insurance Company Contribution. You require fixing the liability amount once you have created a payroll company contribution item that carries the present tax tracking type with it.
  • If an employee is not going to receive future paychecks, you will need to adjust YTD Wages, Final Deduction, or other payroll items.
  • You require to make changes in the company contribution items, i.e. Health Savings Amount.

If adjusting is going to somehow alter the data that you receive on your 3-monthly return, you should consider making a QTD adjustment instead of a YTD adjustment.

Why Payroll Liabilities Is Wrong QuickBooks

The wrong amount is entered into Liability Check or Deposit Refund due to which your Payroll Liabilities show due balance.

  • The amount is missing in the liability due to the existence of another Liability Check.
  • Your liability account may be inactive
  • Upgraded company files from an older version of QuickBooks to the latest one.
  • Wrong Payroll liability also occurred due to missing or voided liability check from Assisted Payroll which creates positive balances for taxes paid for you by Intuit.


  • Basic, Standard, and Enhanced customers are required to run Payroll check-ups.
  • Assistant Payroll customers need to get in touch with our QuickBooks proadvisors team if they need to complete corrections or need to adjust the payroll liabilities in QuickBooks that are affecting the payroll taxes.

Resolving the problem of adjusting Payroll Liabilities in QuickBooks:

  • Go to your Payroll Summary Report and change the date on it to match the effective date that is mentioned in your Liability Adjustment.
  • Go to Employees in your QuickBooks and browse to Payroll Taxes and Liabilities. Next, click Payroll Liabilities.
  • Choose the right Effective Date.
    1. Assistant Payroll
      • If it is the previous Quarter, you need to use the last date of the Quarter that has been affected.
      • If it is the same Quarter, you need to use the date that is there in the last paycheck.
    2. Basic, Standard, and Payroll:
      • You need to put the date which is the same as your last paycheck to the quarter that is affected, or you can put the current date if the adjustment is going to affect the current quarter.
  • Do either of these:
    1. If the adjustment is going to affect an employee’s year-to-date information, click on Employee Adjustment and then choose the Employee who is being affected.
    2. If you are prompted to remove the balance from Payroll Liability Balance Report, or it needs to be removed because it causes a balance to appear in the Chart Of Accounts, click Company Adjustment.
  • Go to the Taxes and Liabilities section, click the column that is named Payroll Item and choose the actual payroll item.
  •  Fill in the amount that needs to be adjusted in the field that corresponds to it.
  • Use the Memo columns to fill in what are you adjusting for, concerning your future reference.
  • Go to Accounts Affected, click it, and choose either of these:
    1. Do not affect accounts
    2. Affect liability and expense accounts
  • If there are more employees you need to enter, hit Next Adjustment and once more go through the steps mentioned above for every affected employee.
  • Hit OK so that you can save the new entries once you are done.
  • Go through the Payroll Summary Report once you are done, so that you can verify that the totals are now correct.
  • If you are an Assisted Payroll user, send a zero payroll to apply your changes to the Payroll Service.

To fix the payroll liability balance report and the liability check:

  • Browse to the payroll bank register and find the payroll check that you created for the old payroll item.
  • Right-click it and choose Edit Liability Check.
  • Go to the Payroll Liability tab, and fill in the new payroll item in the place of the old one.
  • Hit Close & Save. Click Yes to record the changes you made.

To make Payroll Liability Adjustment In QuickBooks Desktop, go with the following instructions

1. Step One: Detect Payroll Discrepancies

The process begins with finding the payroll discrepancies with the following steps. You have to run the “Payroll Checkup” this will help you to detect the problem that may affect your liabilities.

  • Now, you need to check and verify the current setup by scanning the entire payroll data to get acknowledge missing information and discrepancies
  • Review and make sure about all information such as employee records, wages, tax amounts, and payroll set up
  • After that, identify the tax amount of differences in rate tax
  • Then, run the report of “Payroll Summary” which you have to adjust. Must be sure that you note the amount on the item or payroll item that you want to adjust

2. Step Two: The next step is to adjust the Payroll liabilities with the following steps:

  • First of all, open the “Employees Menu” then hit your next click on the “Payroll Taxes and Liabilities”
  • After that, choose “Adjust Payroll Liabilities” and utilize the tips to fill the fields
  • Then utilize the same data as the last paycheck of the assumed affected quarter. In any case, if you working on the current quarter, prefer today’s date.
  • Effective information is used to calculate the amounts on 940 and 941 forms as well as the report of liability Balances Report.

Is adjustment for the company and employees?

  • Choose “Employee Adjustment” in case you adjusting the company-paid time. It updates all information that is reported on the employee W-2 form.
  • Then, choose the Company Adjustment if you want to remove the balance from the payroll liability balance report
  • Then, choose the “Employees” section
  • After that, you have to fill the requirements in the fields of Tax and Liabilities
  • Choose the “Item Name” you have to adjust
  • After that, enter the sufficient “Amount of the Adjustment” and select the Positive Number to increase the account and the negative to decrease the amount
  • Wage Base is hardly ever used when you revoke the tax amount on a paycheck. This step is optional
  • You have to use only “Income Subject on Tax” while creating a Wage base adjustment
  • After that, utilize the “Memo Field” to enter all data (Related to the Adjustment) for future reference
  • Enter your click on the “Accounts Affected” option and proceed forward with the OK click 
  • You can go with the affect accounts option to leave the balances without any change for liability and all expenses account. 
  • The adjustments only make some new changes on the payroll report in year-to-date amounts
  • Choose the Expenses Account and Affect liability to enter an adjusting transaction  
  • You can repeat this process for other employees also if it is needed and click on OK

3. Step Three: Verify If Liabilities Have Been Updated

The final step is that must be sure about updated liabilities 

  • To accomplish this step, you run the “Payroll Summary Report” again to ensure all that looks right.

4. Step Four: Correct the Payroll Liability Check

This step is optional to correct the payroll liability check if it is found wrong

Did you pay the liability as of now? You’ll have to address the liability check in QuickBooks.

  • The first step is to open the “Banking Menu” then click on the “Use Register” option
  • Choose that register you utilize for payroll and then click on OK
  • Hit your next right-click on the “Liability Check” and choose the “Edit Liability Check”
  • After that, open the “Payroll Liabilities” and update them with new changes and match them to get confirmation
  • Click on save and close and with YES click the process is all done

Adjust Payroll Liabilities in QuickBooks Online

Companies may need to edit payroll liabilities for several reasons. If you are using QuickBooks Online and desire to adjust payroll liabilities, the following methods can be followed. All you have to do is run the payroll summary and adjust the amount or date in the payroll liabilities.

Step 1: Open the Payroll Summary Report

First, you’ll need to make a payroll summary report so you can find out what got paid. Thereafter, you can change the amount and date to make the liability correction. Here are the steps to run the Payroll Summary report in QuickBooks Online:

  • Choose the “Reports” menu.
  • Now, search for the “Payroll” section.
  • Then, tap on the “Payroll Summary”
  • At this moment, you can change the date field using the drop-down menu.
  • After that, you can select the employee.
  • Tap on the “Run Report”.

Step 2: Adjust the Payroll Liabilities

  • Tap on the “Employees” option.
  • Then, choose the “Payroll Liabilities” from the menu.
  • Tap on the “Adjust Payroll Liabilities” option.
  • Go to the “Date” field and enter the date you’re adjusting for.
  • Here, tap on the “Effective Date” section and add the wanted date.
  • Select “Employees” for the “Have adjustments” field.
  • You can choose the name of the employee by clicking on the drop-down.
  • Then, go to the “Item name” section.
  • Choose the appropriate payroll item from the “Taxes and Liabilities” option.
  • After that, tap on the section “Taxes and Liabilities”, here you will see the “Item Name” column.
  • Here, you can choose the applicable payroll item.
  • Now, enter the amount for adjustment.
  • Now, you can select “Affected Accounts” and press the “OK” button. In addition, ensure the following:
    • Select the “Do not affect accounts” option. This will not change the balance for the expense and liability accounts. The adjustment will only change the YTD amounts on the payroll report.
    • Also, tap on “Affect Liability and Expense Accounts” to adjust the transactions in the expense and liability accounts.
  • You can mind the exact steps for other employees if necessary.
  • When done, tap on the “OK” button.
  • After minding these steps, you can successfully create liability adjustments in QuickBooks Online.

Following these simple steps should fix your liability check for good. If you are unable to perform the above steps on your own, you can get in touch with Intuit experts team to assist you with the step-by-step procedure.


  1. How would I delete the payroll liabilities adjustments in QuickBooks?

    In the Payroll Center, you locate the “Pay Liabilities tab” from the drop-down menu, there is a connection “Adjust Payroll Liabilities”. In case you click on this connection, then enter your click on the “Previous” button until you get liability to adjust.

  2. How might I reduce my payroll liabilities?

    To reduce your organization’s payroll tax rate burden, you can consider these ways: You can offer tax-exempt fringe advantages rather than more cash. Even though you might need to remunerate employees with rewards, bonuses, or raises, consider them tax-exempt.

  3. Is payroll liabilities be zero out?

    All records of the liability account should be zeroed out at long last since it should be paid. In case net compensation is paid to employees that coordinate with net compensation calculated in payroll then the wages payable record will zero out.

  4. How can I check previous payroll transmissions on the Account Maintenance page?

    💠 Locate Employee
    💠 Click on Send Payroll Data
    💠 Below Item received previous reports display.
    💠 Choose a preferred report and then hit on View.
    💠 Select Print to print the report

  5. What are payroll liabilities?

    The payroll liabilities are the amount you owe for the payroll item that is not yet paid. The liabilities list contains payroll taxes that your company owes for specific payroll processes. It includes 401 (k) plan contributions, health contributions, and child support garnishments.

  6. What are the primary causes of discrepancies in Payroll liabilities in QuickBooks?

    💠 Damaged data in a Company file
    💠 Wrong date in the liability payments
    💠 Not updated Version
    💠 Incorrect account number of monitoring current liability
    💠 If a Paycheck is voided or deleted, then you will view a liability in a payroll liability balance report
    💠Trying to access an inactive account

Infographic of Solutions for Zero Out Payroll Liabilities in Quickbooks

Infographic of zero out payroll liabilities in QuickBooks

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Speak to A Specialist about QuickBooks Software

Headache🥺. Huh, Save time & money with QuickBooks Support 24×7 @ +1/, we provide assistance to those who face problems while using QuickBooks (Support all U.S. & Canada Editions)

--- Support - We provide solutions for the following QuickBooks (Pro, Premier, Accountant, Enterprise, Payroll, Cloud) ---

  • Error Support
  • Data Import
  • Data Conversion
  • Payment Solutions
  • Upgradation
  • Payroll Support
  • Data Export
  • Software Integration
  • QuickBooks Printer Support
  • Complete QuickBooks Solutions
  • Tax-Related Issues
  • Data Damage Recovery
  • Installation, Activation Help
  • QuickBooks Windows Support

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