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    Scheduled liabilities show as overdue or in red

    Article ID: 1000113

    Problem

    Your scheduled liability shows as overdue or appear in red in QuickBooks even though you have already made the payment.

    There are several reasons why this issue may occur. This article lists possible root causes and steps to fix them.

    Assumptions

    Your liabilities have been paid.

    Details

    Possible Root Cause:

    The liabilities have not been paid.

    • Create a Payroll Liability Balance Report to view any unpaid liabilities. If you have unpaid liabilities, create a liability payment in QuickBooks.

    The liabilities were paid but never entered into QuickBooks.

    • Enter the payment in Pay Scheduled Liabilities OR
    • Enter the payment using the Enter Prior Payments option in the YTD Adjustment window:
      1. Click the Help drop-down arrow, select About QuickBooks, and press Ctrl+Alt+Y.
      2. Select the date range, click Next until you see the Create Payments button.
      3. Click under Item Name.
      4. Click the dropdown arrow, and select the item you need to create a prior payment for.
      5. Verify the dates and update as necessary.
        • Click Next Payment to enter another prior payment.
      6. Click Done.

    The liabilities were paid through the Write Checks screen or through Bill Payment.

    To determine whether a liability was paid with Write Checks:
    1. Choose Vendors > Vendor Center.
    2. Click the vendor's name.
    3. In the Type column, ensure all are listed as Liability Check.
    4. If there is a Check, double-click to view the transaction.
    5. Verify that this transaction was created to pay payroll liabilities.
    If a liability was paid through the Write Checks screen or Bill Payments:
    1. Back up the Company file.
    2. Go to Write Checks or Bill Payment and use the Previous and Next keys to locate the payment. Note the amount paid and the expense account used.
    3. In the Payroll Center (For QuickBooks 2014: In the Payroll Center, go to the Pay Liabilities tab) select each overdue liability that was paid through Write Checks.
    4. Click the View/Pay button, which brings up the liability check.
    5. Click the Expense tab.
    6. In the Account column, click the drop-down arrow and select the account used in Write checks. In the Amount field, enter a negative amount equal to the amount of the liability check.
    7. Note: If the liability shown as being owed was only partially paid through Write Checks, enter the actual amount paid through Write Checks as a negative instead of the whole amount shown as being owed.
    8. Click the Recalculate button to zero the check amount.
    9. Uncheck the To be printed box. (For QuickBooks 2013 and higher: Select Print Later at the top, next to Print icon.)
    10. If the check number field populates, remove the check number.
    11. Date the transaction to be the same date as the payment that was already entered into the QuickBooks bank register.
    12. Click Save > Close.

    The liabilities were overpaid in one period and underpaid in a previous period.

    1. Choose Employees on the top menu bar > Payroll Center.
    2. Click the Transactions tab.
    3. Click Liability Checks in the left pane.
    4. Double-click on the liability check that was underpaid to compensate for the overpayment in the prior period.
    5. Edit the liability period to cover both periods (the period that the item was overpaid and the period it was underpaid).
    6. Click Save & Close.
    7. Double-click on the liability check that had the overpayment.
    8. Edit the liability period to cover both periods (the period that the item was overpaid and the period it was underpaid).
    9. Click Save & Close.

    The paid through date on the liability check is after the check date.

    1. Choose Employees on the top menu bar > Payroll Center.
    2. Click the Transactions tab.
    3. Click Liability Checks in the left pane.
    4. Double-click on the liability check for the period that is appearing in the Scheduled Liabilities window.
    5. Edit the check date so it is on or after the paid through date.
    For Assisted Payroll: If you receive an error that you are not allowed to make the changes in the liability check, print a copy of the check to capture the details. Delete and recreate this check. (If the check was created as a scheduled liability, recreate through the Pay Scheduled Liabilities module.)

    The liability being paid has a paid through date that crosses from one year to the next.

    If the Period dates cross from one year to the next, you may also need to edit the paid through dates to be within the year the paychecks are dated.
    • If there are paychecks dated in only the previous year, change the paid through date to reflect the previous year.
    • If there are paychecks dated in the next year, change the paid through date to reflect the next year.
    • If there are paychecks dated in each year, change the paid through date to reflect the next year.

    5 comments

    Julie2/27/2013

    10

    Very helpful

    Reply

    Jo Ann7/8/2013

    40

    Hi Cheryl,

    I believe the last two help topics in this article will help you. It sounds like it has to do with the paid through date since you have no balances. Expand the sections and follow the instructions to fix the paid through date and these overdue liabilities should go away.

    I hope this helps. Thanks for commenting.

    Cheryl7/8/2013

    10

    PR Tax showing up as overdue was already been paid in 2012 and, as of last week, did not show up on the "Pay Scheduled Liabilities" report. Why is it showing up now? How do I delete it? I pulled up the Payroll Liability Balances report for 2012, which shows a -0- balance for the CA WH & SDI, the CA UI & ETT, and the Federal 940. So, why does the Pay Scheduled Liabilities show red from 2012 & how do I get rid of it without messing up 2012?

    Nancy7/8/2013

    10

    I'm having the same problem. My PR tax showed up overdue last week, never showed up before for last year, 2012. Is this a result of some update to QuickBooks? Using QuickBooks Pro 2011.

    Reply

    Jo Ann7/8/2013

    12

    Hi Nancy,

    This is not an issue with a QuickBooks update. It sounds like your issue relates to the same problem with the paid through date. If you follow the instructions in either of the last two help topics above to change the paid through date, this should correct the issue.

    I hope this helps. Thanks for commenting.

    Comments can not be added at this time.

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