How to Save or Revert Pending Payroll Checks in QuickBooks

Introduction

Managing payroll is a crucial task for any business. In QuickBooks, payroll checks can sometimes be left in a pending status if they haven’t been fully processed, either due to errors or the need for additional review. Understanding how to save or revert pending payroll checks is essential for maintaining accurate payroll records and ensuring that employees are paid correctly and on time. This guide will walk you through the steps to save or revert pending payroll checks in QuickBooks.

What Are Pending Payroll Checks?

Pending payroll checks are incomplete payroll entries that haven’t been finalized. These checks could be waiting for additional information or corrections, and they need to be either saved for later processing or reverted if any adjustments are required.

Why Would You Save or Revert Pending Payroll Checks?

1. Reviewing Payroll Data: You might need to save pending payroll checks while waiting for approval or reviewing details like hours worked, deductions, and employee details.
2. Correcting Errors: If there’s a mistake in an employee’s pay rate, deductions, or hours worked, you may need to revert a payroll check, correct the information, and reprocess it.
3. Preventing Inaccurate Payroll: Leaving payroll checks in a pending state without properly resolving them can cause delays or errors in employee payments.

Step 1: Locate Pending Payroll Checks

1.1: Access the Payroll Center

1. Open QuickBooks Desktop: Ensure that you’re logged into QuickBooks with access to payroll functionalities.
2. Go to Employees: In the top navigation menu, click on Employees, then select Payroll Center.
3. Navigate to Payroll Tab: Once inside the Payroll Center, go to the Pay Employees tab where you will see a list of your recent and pending payroll runs.

1.2: Identify Pending Payroll Checks

1. View Pending Payroll: Under the Recent Payrolls section, locate the payroll run that has pending checks.
2. Select the Payroll Run: Click on the payroll run showing pending checks to view the individual payroll checks.
3. Open the Payroll Check: From the list, open the specific payroll check you want to save or revert by clicking on it.

Step 2: Save Pending Payroll Checks

If you’ve reviewed a pending payroll check and everything appears correct, you can save it for further processing.

2.1: Review Payroll Details

1. Check Employee Information: Verify that employee details such as wages, hours worked, and deductions are accurate.
2. Review Payroll Calculations: Ensure the gross pay, tax withholdings, and net pay calculations are correct before proceeding.

2.2: Save the Payroll Check

1. Click Save: If all details are correct, click Save to keep the payroll check in the system for future processing.
2. Confirm the Action: A confirmation message may appear. Confirm that you want to save the payroll check.
3. Exit Payroll Center: Once the check is saved, you can close the payroll window or return to the Payroll Center to review other pending checks.

Step 3: Revert Pending Payroll Checks

If there are errors in a pending payroll check, you will need to revert it, make the necessary corrections, and reprocess the payroll.

3.1: Open the Payroll Check to Revert

1. Go to the Payroll Center: In QuickBooks, navigate back to the Payroll Center under the Employees tab.
2. Locate the Pending Payroll Check: Find and select the payroll check you want to revert.
3. Open the Payroll Check: Click on the payroll check to open its details.

3.2: Revert the Payroll Check

1. Click Revert: At the bottom of the payroll check screen, you will see an option to Revert. Click on this button to undo any incomplete or incorrect payroll data.
2. Confirm Reversion: QuickBooks will ask for confirmation before reverting the payroll check. Click Yes to proceed.
3. Make Necessary Corrections: After reverting, update the payroll information as needed, such as correcting employee hours, wage rates, or deductions.

3.3: Save or Reprocess the Reverted Payroll Check

1. Save Changes: After making corrections, you can choose to save the payroll check for future processing by clicking Save.
2. Reprocess Payroll: If you’re ready to finalize the payroll, follow the standard steps to reprocess the check, including reviewing the payroll details and submitting for payment.

Step 4: Process Payroll After Saving or Reverting

Once all pending payroll checks have been saved or reverted, you can proceed with processing payroll.

4.1: Finalize Payroll Processing

1. Return to Payroll Center: Go back to the Pay Employees section in the Payroll Center.
2. Start Scheduled Payroll: Click Start Scheduled Payroll to begin the payroll process.
3. Review Payroll Summary: Review the payroll summary to ensure all pending checks have been resolved and no errors remain.
4. Submit Payroll: When everything looks correct, click Submit Payroll to finalize the payments and ensure employees are paid on time.

4.2: Generate Payroll Reports

1. Run Payroll Summary Report: After processing payroll, go to Reports > Employees & Payroll > Payroll Summary to generate a summary of the recent payroll run.
2. Verify Payroll Accuracy: Review the report to ensure that all employee details, deductions, and payments were processed accurately.

Step 5: Troubleshooting Common Issues with Pending Payroll Checks

5.1: Incomplete Payroll Information

• Problem: Payroll checks remain pending due to missing or incomplete employee details, such as hours worked or incorrect deductions.
• Solution: Double-check each employee’s information and ensure that all required fields are filled out before saving or reverting payroll checks.

5.2: Incorrect Pay Period or Pay Date

• Problem: Payroll checks may stay pending if the wrong pay period or pay date is entered.
• Solution: Revert the payroll check, correct the pay period or date, and save the check again before processing payroll.

5.3: Insufficient Funds in Payroll Account

• Problem: Payroll processing may be halted if there are insufficient funds in the bank account designated for payroll payments.
• Solution: Ensure that the payroll bank account has sufficient funds before attempting to process the payroll. If needed, revert the payroll check, update the account details, and reprocess the payroll.

Best Practices for Handling Payroll in QuickBooks

1. Double-Check Payroll Entries: Always review employee hours, deductions, and wages before processing payroll to minimize the chances of errors.
2. Regular Data Backup: Back up your QuickBooks company file regularly, especially before running payroll, to avoid data loss.
3. Payroll Reports: Generate and review payroll reports after every payroll run to ensure accuracy and compliance with tax regulations.
4. Maintain Accurate Employee Records: Keep employee information up-to-date in QuickBooks to avoid payroll processing issues.

Conclusion

QuickBooks provides an efficient way to manage payroll, but it’s essential to understand how to handle pending payroll checks properly. Whether you need to save pending checks for future processing or revert them to make corrections, QuickBooks offers the tools to ensure your payroll is accurate. By following the steps in this guide, you can resolve pending payroll checks, maintain accurate payroll records, and ensure that employees are paid correctly and on time.