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QuickBooks Payroll Liabilities Not Showing

QuickBooks Payroll Liabilities Not Showing

There have many cases been observed where you see missing payroll liabilities from the Liabilities Block of Pay Schedule in the Employee Center Payroll Tab. The company, in general, bears actual payroll Tax Liabilities. There may be situations where you have missing payroll liabilities.

Typically, the Payroll Liability Balance Report can confirm Payroll Tax Liabilities (Go to the Report, click on the Employees, and then click on the Payroll Menu) or it can be an examination of Account Balance in General Ledger. You can easily configure the Payroll Liability Balance in the total reports within the quarter. This helps in matching the Payroll Schedule Liability Information.

We’ve seen cases where payroll liabilities are absent from the Pay Scheduled Liabilities block on the Payroll tab of Employee Centre despite the company having actual payroll tax liabilities. All payroll tax liabilities should be visible in the screenshot below, but occasionally there are no liabilities.

Normally, the Payroll Liability Balances report (found under Reports->Employees & Payroll menu selection) or a review of general ledger account balances can be used to confirm payroll tax liabilities. The Payroll Liability Balances report can be set up to display totals by quarter, which corresponds to the reporting structure for the Pay Scheduled Liabilities data.

Payroll processing is complicated, and you may struggle to stay on top of it. It’s especially important to keep track of your payroll liabilities and make timely payments. Payroll liabilities are created when you have unpaid wages or withhold amounts from payroll. Let us begin with the fundamentals.

What exactly is a payroll liability?

A liability in accounting is an obligation to pay a sum of money. Your company incurs two kinds of payroll obligations when you manage payroll:

Employee compensation: Payroll liabilities include the gross wages owed to employees and independent contractors.

Withheld amounts: Amounts withheld from employee pay for income taxes must be forwarded to the IRS and state revenue departments. Payroll liabilities are amounts withheld and not yet sent. However, when a company withholds money from an employee’s paycheck, the money is not considered a payroll expense.

Payroll expenses: Some payroll liabilities are not deducted from employee pay. When payroll is processed, for example, the employer’s share of Social Security and Medicare taxes becomes a liability. When the payments are made, the liability is reclassified as an expense account.

When you submit payments, you must also provide reports that explain the purpose of the payments (employee name, amounts withheld, etc.). Your company’s payroll liabilities chart of accounts may contain dozens of balance-sheet account numbers.

Payroll liabilities are classified into the following types:

Payroll liabilities are caused by employee compensation, taxes, and voluntary deductions. Employers are also obligated to pay FICA (Federal Insurance Contribution Act) tax and other expenses through payroll.

Employee Compensation

Payroll liabilities include gross wages owed to employees and independent contractors. There are several methods for determining liability for a given pay period:

  • Salary employees: The portion of annual salary due for the pay period, plus bonuses and other incentive pay.
  • Hourly workers: This liability is calculated by multiplying the total number of hours worked by the hourly rate of pay, including overtime hours. Hourly employees may also be eligible for incentive pay.
  • Freelance workers (independent contractors): Amounts owed based on a flat fee or an hourly rate agreement.

According to Intuit, this situation is caused because of:

  • There is another Liability Check that covers the amount of the missing liability.
  • The liability account has been marked inactive.
  • The starting and ending Period dates on the Liability Check used to pay a payroll tax liability are incorrect.
  • There is no payment plan in place for the payroll tax liability.
  • The company file was upgraded from an older version of QuickBooks to a newer one.
  • This knowledge-based article by Intuit describes several troubleshooting techniques.

However, in our experience, these steps work in some, but not all, cases where payroll tax liabilities are missing from the Pay Scheduled Liabilities block.

To ensure that all liabilities are current and paid, we advise reviewing the Payroll Liability Balances report and the general ledger accounts accumulating payroll tax liabilities regularly.

Why aren’t my QuickBooks Payroll Liabilities showing?

There could be several reasons why your QuickBooks payroll liabilities aren’t showing up, including an out-of-date version of QuickBooks, incorrect payroll settings, or problems with your payroll subscription. To resolve the issue, you may need to update your QuickBooks software, double-check your payroll settings, and contact Intuit support.

Why has Liability disappeared from the QuickBooks Payroll Centre?

The item will no longer appear in the Payroll Centre or the Create Custom Liability Window because of this. To do this, take the following steps:

  • Click Lists > Payroll Item List to access the payroll item.
  • Choose the appropriate payroll item list.
  • Select Payroll, then click Edit.
  • Click Next and make any necessary changes to the payroll item name and the Liability/Expense Account associated with the items.
  • Continue to press the Next button until you reach the Finish button.

Issues with QuickBooks Payroll Liability

There are certain reasons why QuickBooks Payroll Liability Not Showing

  • To track the account, you have set up the liability instead of the Current Liability Account.
  • You have set the liability account to inactive mode.
  • A wrong date range had been selected while the payment was being set up.
  • From the Adjustment or Previous Liability Check a Paid Through Date might be showing the affected accrued balances.
  • Any previous version of QuickBooks has been replaced by the QuickBooks Latest version.
  • After the four Calendar Quarters, past liabilities have been dropped off. For any past due with the liability of five quarters or more, use Create Custom Liability Payment to pay the due amount.
  • QuickBooks Payroll Liabilities Not Showing.
  • All the paychecks are now either deleted or voided which generally produced liabilities initially.
  • You may have damaged the company file and you need to have your QuickBooks list resorted.

What are the solution steps to fix QuickBooks Payroll liabilities not showing?

To view the payroll liability again in your QuickBooks here are the cases that let you know what to do in the case if you are in that case. 

To check that the liability account is Active

  • In QuickBooks Desktop
  • Click on the Lists menu option
  • From the drop-down menu, select Chart of Accounts
  • Check that the inactive is selected from the list
  • If you are not able to select the inactive option then do not go further as there are no inactive accounts
  • But if you can select inactive then go to the next step
  • Select the Edit option in case of a large X marked on your account on the left side
  • Click on the Make Account Active option
  • Click on Chart of Accounts.

When the Payroll factor is set to another liability account

To fix this, you have to update your QuickBooks account and also the payroll tax table. After that these steps:-

  • In QuickBooks, click on the List menu
  • Then choose the option Payroll item list
  • You have to select the item involved 
  • Then right-click on it 
  • Now click on the Edit Payroll item option
  • Click on the Next button and change the account for the liability
  • Hit on the Next button and then on the Finish button.

To see missing liabilities after the QuickBooks Upgrade

  • Click on the Employees menu in QuickBooks.
  • Then select the Payroll taxes and liabilities option
  • After that, choose the Create Custom Liabilities Payments
  • Select the liability period 
  • Click the OK button
  • The window opens up and shows the liabilities that you have to pay
  • If it is required to correct any data damage then run the Verify and Rebuild Data in the QuickBooks account.

If you Review Paid through Dates

In this case, you can prevent the liabilities from being shown in the future if you paid through dates. So, the steps are:-

  • Go to the Employees menu in the QuickBooks Desktop account
  • Select the Payroll Center
  • Click on the Transaction tab
  • You have to select the Liability checks
  • Select the date from the menu
  • Also, change the range to this calendar year
  • Now check the Paid Through Date
  • After that, if editing is required 
  • Then double-click on the line with the liability check to open it

Resort the list of QuickBooks

  • Close the QuickBooks software if it is opened
  • Open the QuickBooks software now
  • Rebuild it by verifying and Rebuild Data in the QuickBooks
  • Again, close and reopen the QuickBooks software
  • Run and edit payment due dates.

If you have not yet established the payment frequencies for your payroll tax obligations, they will not show up in the Pay Liabilities section. To find out, let’s look at your tax setup.

  • At the bottom of the Pay Liabilities section, select Manage Payment Methods.
  • Click Schedule Payments in the QuickBooks Payroll Setup window to begin.
  • For all your taxes, decide on a payment (deposit) method and a payment (deposit) frequency. The list of taxes will then be updated with the frequency and method of payment. Simply highlight and edit the tax you missed if you did.
  • To close the setup window, select Finish.

On the other hand, there’s a chance you’ll pay your payroll taxes to the tax authority directly. If so, you will need to update your list of tax payables in QuickBooks by reflecting your payment.

How to ensure that liabilities appear in the window for paying liabilities:

When a payment is declined, you can usually find the reason code under the Status column, allowing you to figure out why it happened and use the best fix. Instead of deleting the payments, you should check for the codes. To do this, follow these instructions:

  • Visit the Payroll Centre menu under Employees.
  • Navigate to the Pay Liabilities tab in the Payroll Centre.
  • user-added picture
  • Click the E-Payments tab in the Payment History section.
  • user-added picture
  • Try switching between the E-Payment and All Payments tabs if the status isn’t updating. This will update the list.
  • When the status in the Status column reads “Agency Rejected,” it means that the agency has rejected the payment and has sent a reason code and possible solutions.
  • Select the Agency Rejected link.
  • Review the payment details, as well as the issue and solution messages sent by the agency, in the E-payment Rejected window.
  • Simply select Void Rejected E-payment.

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FAQ


  1. How To Check That The Liability Account Is Active Or Not To Fix QuickBooks Payroll Liabilities Not Showing?

    1. In QuickBooks
    2. Go to the Lists
    3. Then click on Chart of Accounts
    4. You have to select by including the Inactive from the list
    5. Then you can check this and get to know about the active account.

  2. How can I view missing Liabilities to fix QuickBooks Payroll Liabilities not showing?

    1. In QuickBooks, go to the Employees menu
    2. Then click on Payroll Taxes and Liabilities
    3. After that, select the option Create to create custom liabilities Payments
    4. Choose the liability period and then select the OK button
    5. The window opens up to show you all the liabilities that you have to pay
    6. After this, if there is any damaged data then to correct it you have to run the Verify and Rebuild Data into your QuickBooks account.

  3. What are the steps to adjust the year-to-date payroll information that help you to fix the QuickBooks Payroll Liabilities not showing?

    1. You have to open the Employee’s menu
    2. Then select the Payroll Taxes and Liabilities
    3. Choose the Adjust Payroll Liabilities
    4. Provide the information by filling in the fields that are required
    5. Now, you have to select the employee
    6. Complete the fields of Taxes and Liabilities
    7. Click on the account that is affected then click on the OK button
    8. You are done with it.

  4. In QuickBooks Desktop, how do I pay Tax liabilities?

    Go to the Pay Liabilities tab on your Payroll Centre to access and pay your tax liabilities in QuickBooks Desktop. Choose Payroll Centre from the Employees menu. The liability to pay must be chosen in the Pay Taxes & Other Liabilities section, then the View/Pay button must be chosen. Examine the liability to ensure accuracy. Choose the E-Pay button.

  5. In QuickBooks, what does payroll liability mean?

    A simple definition of liability is the specific sum of money we owe someone but haven’t yet paid them. When a payroll liability report specifically displays incorrect accounts, it is frequently necessary to zero out payroll liabilities in QuickBooks.

  6. How can I reconcile my QuickBooks payroll liabilities?

    1. For each payroll liability account that needs to be reconciled monthly in QuickBooks, a monthly transaction report is required. It ought to display the period’s starting and ending balances.
    2. Select the drop-down arrow next to “View register” and click the liability account you need to reconcile.

  7. What is a chart of accounts for payroll liabilities?

    There could be dozens of balance-sheet account numbers in your company’s payroll-liabilities chart of accounts. Payroll liabilities are produced by employee compensation, taxes, and voluntarily made deductions. Employers also have payroll obligations for FICA (Federal Insurance Contribution Act) tax and additional costs.

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