How to Save or Revert Pending Payroll Checks in QuickBooks

Introduction

Managing payroll is one of the most critical tasks for any business, and QuickBooks makes it easier with features like direct payroll processing. However, while managing payroll, you may sometimes encounter pending payroll checks that need to be either saved or reverted. Pending payroll checks are checks that haven’t been fully processed, and there may be instances where you need to revert the check due to errors or save it for future use. This guide will explain how to save or revert pending payroll checks in QuickBooks to ensure your payroll runs smoothly and accurately.

What are Pending Payroll Checks?

Pending payroll checks in QuickBooks are checks that have not been fully processed, typically because they are waiting for review or additional approval. These checks may be incomplete or awaiting further information before final submission.

Reasons for Saving or Reverting Payroll Checks

1. Errors in Payroll Information: You may need to revert pending payroll checks if there are errors in employee details, such as incorrect wages, hours worked, or deductions.
2. Pending Review: Sometimes payroll checks are in pending status while waiting for review or approval from management.
3. Manual Corrections: If manual changes need to be made to payroll calculations, you might need to revert and adjust the check before processing.

Step 1: Locate Pending Payroll Checks

1.1: Open Payroll Center

1. Log in to QuickBooks: Ensure you are logged into QuickBooks Desktop and have access to the payroll feature.
2. Navigate to Payroll Center:
   • From the left-hand menu, select Employees.
   • In the top navigation, click on Payroll Center to access all payroll-related features.

1.2: View Pending Payroll Checks

1. Go to the Payroll Tab: In the Payroll Center, go to the Pay Employees tab.
2. Check Payroll Status: Under Recent Payrolls, look for payroll runs marked as Pending.
3. Open the Pending Payroll: Click on the payroll run that shows pending checks to view a list of all pending payroll checks.

Step 2: Save Pending Payroll Checks

2.1: Review Payroll Information

1. Review Employee Details: Ensure that all employee details, including hours worked, wages, and deductions, are accurate.
2. Verify Payroll Calculations: Double-check payroll calculations, such as gross pay, taxes, and net pay, to ensure there are no discrepancies.

2.2: Save the Payroll Check

1. Open the Payroll Check: Click on the pending payroll check you wish to save.
2. Click Save: After reviewing the information, click Save to confirm the payroll check without processing it. This will retain the check for future use or further review.
3. Close Payroll Center: Once the payroll check is saved, exit the Payroll Center.

Step 3: Revert Pending Payroll Checks

3.1: Select the Payroll Check to Revert

1. Access the Payroll Center: Go to Employees > Payroll Center.
2. Find Pending Payroll Checks: Under the Recent Payrolls section, locate the pending payroll that you wish to revert.
3. Open the Payroll Check: Click on the check you want to revert to open the details.

3.2: Revert the Payroll Check

1. Click on Revert: After opening the payroll check, locate and click the Revert button at the bottom of the screen.
2. Confirm the Revert: QuickBooks will prompt you to confirm that you want to revert the payroll check. Confirm by clicking Yes.
3. Review the Payroll Information: Once reverted, you can review and edit the payroll information, such as employee hours, deductions, or wages.
4. Re-save or Reprocess: After making necessary corrections, you can either save the payroll check again or proceed to process the payroll.

Step 4: Process Corrected Payroll Checks

4.1: Reprocess Payroll

1. Go to the Payroll Center: Once the payroll check has been saved or reverted, go back to Employees > Payroll Center.
2. Click on Start Scheduled Payroll: If you’re ready to process the payroll, select Start Scheduled Payroll and follow the steps to process the payroll as usual.
3. Review Payroll Summary: Review the payroll summary to ensure all information is accurate.
4. Submit Payroll: Click Submit Payroll to process the checks and pay your employees.

Step 5: Troubleshooting Common Payroll Check Issues

5.1: Incomplete Payroll Information

• Issue: Payroll checks are often pending due to incomplete employee details, such as missing hours or deductions.
• Solution: Review the employee records and ensure that all necessary information, such as hours worked, pay rate, and deductions, is filled out before saving or reverting the payroll check.

5.2: Incorrect Pay Period or Pay Date

• Issue: Sometimes payroll checks remain pending because the pay period or pay date was entered incorrectly.
• Solution: Verify that the pay period and pay date are correct for each payroll check. If incorrect, revert the check, make corrections, and re-save or process the payroll.

5.3: Insufficient Funds in Bank Account

• Issue: Pending payroll checks may be flagged if QuickBooks detects insufficient funds in the bank account designated for payroll payments.
• Solution: Ensure that there are enough funds in your payroll bank account before processing checks. If necessary, revert the payroll check, update your bank information, and process the payroll again.

Best Practices for Managing Payroll in QuickBooks

1. Double-Check Payroll Data: Always review employee hours, wages, deductions, and other payroll data before processing to avoid errors and reduce the need for reverting checks.
2. Back Up Your Data: Regularly back up your QuickBooks company file before running payroll to protect your data from loss or corruption.
3. Maintain Payroll Records: Keep clear records of all payroll runs, including saved and reverted payroll checks, to maintain a clear audit trail and ensure compliance with tax and labor regulations.
4. Use Payroll Reports: Generate payroll reports in QuickBooks to track payroll history, identify discrepancies, and ensure accuracy.

Conclusion

Handling pending payroll checks in QuickBooks is an important aspect of payroll management. Whether you need to save a payroll check for future review or revert a check to correct errors, QuickBooks provides the tools to manage payroll efficiently. By following the steps outlined in this guide, you can confidently handle pending payroll checks, ensuring your payroll processing remains accurate and timely.