To void a processed payroll in QuickBooks Desktop Pro/Premier Payroll, sign in as an admin and go to Employees > Edit/Void Paychecks. To delete a processed payroll, click on Banking in the top menu and select User Register.
Voiding sets the paycheck to $0 and maintains a record, while deleting eliminates the paycheck. If you void a direct deposit before 5:00 PM PT, two banking days before payday, the funds won’t transfer. After that, you must resolve it manually with the employee.
Before making any modifications, save your company file and review payroll due dates, as corrections may impact tax reports and filings. Let’s understand the steps to handle payroll corrections effectively, ensuring your payroll is always accurate and up to date.
When Should You Void or Delete a Processed Paycheck?
Voiding or deleting a paycheck within QuickBooks Desktop Pro/Premier is sometimes required to have accurate payroll records and prevent compliance problems.
Here are common situations requiring action, along with the context that gives rise to them:
- Incorrect Pay Amounts Calculated:
- Miscalculation of hours worked, overtime, salary calculation, or inaccurate pay rates can lead to over payment or underpayment, prompting a void or delete operation to rectify the records.
- Incorrect Employee Banking or Tax Information:
- When an employee’s direct deposit information or tax withholding configuration is incorrectly entered, the payment will be misdirected or inaccurately taxed. Voiding the paycheck enables correction prior to re-submission.
- Duplicate Payroll Runs Processed:
- Running payroll twice for the same period may result in employees being paid twice. Such duplicates should be deleted or voided to avoid discrepancies in the accounts.
- Missing or Inaccurate Deductions:
- Payroll that misses benefits, garnishments, insurance, or retirement deductions might result in non-compliance. These are rectified by voiding the check and issuing it again with the correct deductions.
- Employee Resigned or Fired After Payroll Had Been Processed:
- If a sudden departure of an employee occurs after payroll was submitted but before payday, the payment can no longer be valid. Voiding or deleting can be necessary in such instances, depending on payment status.
- Payroll Submitted with Filing Errors:
- If erroneous payroll tax liabilities or filings are included in the processed payroll, the problem needs to be corrected by voiding and reprocessing paychecks to prevent improper tax reporting.
- Compliance Issues Identified During Review:
- Internal or external audits could reveal breaches of lobar legislation, misclassification of employees, or failure to pay compulsory benefits. Payroll mistakes related to these frequently necessitate voiding or erasure for rectification.
Before You Start: Essential Checklist
Prior to voiding or deleting a paycheck in QuickBooks Desktop Pro/Premier, it’s important to take some preparatory measures. These procedures ensure data integrity, avoid compliance problems, and facilitate an easier correction process.
Technical Preparations:
| Verify Paycheck Status | Check Direct Deposit Deadlines | Backup Your Company File |
|---|---|---|
| Proceed only if the paycheck is pending or processed. Completions or cleared transactions are likely to have a different process to reverse or adjust. | If the paycheck is a direct deposit, make sure you’re processing it before 5:00 PM PT, two banking days before the pay date. Beyond this time limit, the funds will be sent, and you’ll have to retrieve them manually from the employee. | Make a safe backup of your QuickBooks company file. This prevents loss of data due to error and enables restoration of a clean one if edits are incorrect. |
Communication & Coordination:
| Notify Affected Employees | Loop in Payroll or Finance Stakeholders (If Applicable) |
|---|---|
| Let employees know of delays, changes in payment values, or reversals. Effective communication prevents misunderstanding and renews trust. | Notify your accountant, HR department, or payroll service provider of the correction. This maintains consistency in tax filings and payroll reports across all systems. |
How to Delete or Void a Processed Payroll in QuickBooks Desktop Pro / Premier?
QuickBooks Desktop Pro and Premier do not offer built-in options to reverse previously processed payroll runs. To correct payroll errors, users must void or delete the affected paychecks using the correct procedure.
Depending on the situation, there are three primary methods available in QuickBooks Desktop Payroll to make these corrections:
- Voiding a paycheck updates the transaction to $0 while maintaining a record for accurate historical reporting and audits.
- Deleting a paycheck removes the transaction if the payment was never actually issued or accepted.
- Voiding direct deposits before the processing cutoff time prevents the transfer from being successful.
How to Void a Paycheck in QuickBooks Desktop Pro/Premier Payroll?
Voiding a paycheck assigns its value to $0 but retains the record within your books, maintaining your audit trail and payroll history. Void a processed paycheck correctly using these steps:
Step-by-Step Instructions:
- Step: Open QuickBooks Desktop
- Sign in to QuickBooks Desktop with an account that has Admin access, and open the company file where payroll was processed.
- Step: Navigate to the Void Paycheck Tool
- From the top menu, select Employees > Edit/Void Paychecks. You use this tool to view and edit existing paycheck records.
- Step: Set the Date Range
- In the Edit/Void Paychecks window, type in the paycheck date range that covers the check you want to void. This makes it easy for QuickBooks to find the transaction.
- Step: Choose the Paycheck
- From the list that comes up, select the proper paycheck by employee name and date. Double-click it to open the paycheck information.
- Step: Void the Paycheck
- At the top of the paycheck window, choose Void. This will set the paycheck amount to $0 without erasing the record in your system.
- Step: Confirm the Action
- Follow any on-screen instructions to verify that you would like to void the paycheck. This prevents accidental changes.
- Step: Save Changes and Close
- Once you have voided, save the transaction and close the paycheck window to finalize the process.
- Step: Check Payroll Reports
- Navigate to Reports > Employees & Payroll and check the Payroll Summary and Tax Liability reports. Ensure the voided paycheck is accurately reflected in totals and liabilities.
How to Delete a Paycheck in QuickBooks Desktop Pro/Premier Payroll?
Deleting a paycheck takes it out of your payroll and accounting records. Do this only if the paycheck was mistakenly created and never printed or sent (e.g., test, duplicate entry, or unsent scheduled payroll). If a payment were made or reported, voiding would be the preferred choice.
Step-by-Step Instructions:
- Step: Open QuickBooks and Access the Company File
- Sign in to QuickBooks Desktop as Admin and navigate to the company file where the paycheck was initially created.
- Step: Open the Check Register
- Choose Banking > Check Register, then choose the bank account for payroll. This opens the check register, and paychecks appear along with any other transactions.
- Step: Find the Paycheck
- Scroll or search by date range to locate the paycheck you wish to delete. Search for entries labeled paychecks, usually by employee name.
- Step: Check and Open the Paycheck
- Double-click the paycheck to open it. Verify it’s the right one, and that it has not been previously submitted as a direct deposit or part of tax submissions.
- Step: Remove the Paycheck
- With the paycheck open, go to the top menu and choose Edit > Delete Paycheck, or right-click the transaction and select Delete Paycheck from the shortcut menu.
- Step: Confirm and Exit
- QuickBooks will ask you to confirm that you want to delete the paycheck. If you’re certain the paycheck needs to be deleted, confirm and close the window.
- Step: Verify Payroll Reports
- After deletion, go to Reports > Employees & Payroll and verify the Payroll Summary and Tax Liability reports to confirm the erased paycheck no longer influences your books.
How to Void a Direct Deposit Paycheck in QuickBooks Desktop Pro/Premier Payroll?
Voiding a direct deposit paycheck correctly and on time prevents the payment from being processed and helps maintain clean payroll and tax records.
Important Rule: Direct deposit paychecks can only be voided before 5:00 PM PT, two banking days before the scheduled pay date. After this deadline, the funds will be transmitted, and you’ll need to resolve the issue outside QuickBooks by reclaiming payment from the employee.
How to Void a Direct Deposit Paycheck:
- Step: Sign in to QuickBooks as Admin
- Open QuickBooks Desktop and sign in to the correct company file using Administrator credentials.
- Step: Open the Edit/Void Paychecks Tool
- Go to Employees > Edit/Void Paychecks from the menu bar. This page allows you to see all paycheck activity by date.
- Step: Find the Paycheck
- Enter the date range that encompasses the payment due date. Locate the paycheck that’s designated as Direct Deposit.
- Step: Open the Paycheck
- Double-click the paycheck to see all its details and ensure it’s the right one.
- Step: Void the Paycheck
- Click Void at the top of the paycheck window. QuickBooks will void the transaction amount and set it to zero.
- Step: Confirm the Void Action
- Proceed with on-screen instructions to make sure that you want to void this direct deposit. QuickBooks updates the transaction but will not halt transmission until the following action is finished.
- Step: Send a Voided Paycheck to Intuit
- Process Employees > Send Payroll Data and send updated (voided) paycheck to Intuit. Until this information is transmitted, the void action will not be active on Intuit’s side.
- Step: Verify Submission Was Successful
- After transmitting, check the status of the transmission to see that Intuit received the void. This is for confirmation messages or status indicators in the Send Payroll Data window.
How to Check Payroll Reports After Voiding or Deleting Paychecks?
Once you void or delete a paycheck in QuickBooks Desktop, it’s important to ensure that the update is completely reflected in all your payroll reports. This process ensures compliance, avoids tax reporting discrepancies, and keeps your records audit-ready.
Step-by-Step Report Verification:
- Step: Log into QuickBooks and Open the Company File
- Access the company file in which changes were implemented using Admin credentials.
- Step: Open Payroll Reports
- Go to Reports > Employees & Payroll, where payroll-related summaries and details are saved.
- Step: Run the Payroll Summary Report
- Choose Payroll Summary for the corresponding pay period. Make sure the employee’s total earnings, taxes, and net pay show the cancelled (now $0) or erased paycheck. The totals should recalculate accordingly.
- Step: Check the Tax Liability Report
- Still in the Reports menu, go to Payroll Tax Liability for the same date range. What to check: Ensure that any federal, state, or local tax figures related to the canceled/deleted paycheck have been taken out or corrected.
- Step: Check Paycheck Status in Paycheck History
- Navigate to Employees > Paycheck List or Employees > Paycheck History. What to look for: The impacted paycheck ought to be voided or no longer show up if it was removed. This is your audit trail.
If the void/deletion affects previous tax returns, you might need to file an amended return or inform your accountant. Record the date, reason, and action taken for future reference.
Solving Issues That Arise After Voiding or Deleting Paychecks
When voiding or deleting QuickBooks Desktop paychecks, you may encounter problems affecting payroll data, tax reporting, or employee histories. Here’s how to troubleshoot and resolve the most common problems effectively.
Journal Entry Mismatches
Issue: Paycheck Journal Entries Don’t Match Up
Once you void or delete paychecks, the journal entries may no longer align with payroll amounts, leading to discrepancies in your accounting records.
Solution:
- Look over Journal Entries: Go to Reports > Accountant & Taxes > General Ledger to review the payroll journal entries.
- Adjust Journal Entries: If needed, correct the entries to make them in sync with the accurate payroll amounts for wages, taxes, and other withholding’s.
Technical Problems (Sync & Data Management)
Issue: Payroll Data Not Syncing Properly
After voiding or deleting paychecks, payroll data may not sync correctly with all linked accounts, which will result in discrepancies.
Solution:
- Verify the Sync: Run payroll reports (e.g., Payroll Summary) to confirm that the data matches your expectations after the sync.
- Reboot QuickBooks Desktop: Close and reopen the software to refresh the system.
- Re-sync Payroll Data: Navigate to Employees > Send Payroll Data to trigger a sync with the QuickBooks server.
Employee History & Paycheck Visibility Issues
Issue: Voided Paycheck Remains in Employee History
Voided paychecks may still appear in the employee’s paycheck history, which can cause confusion for both employees and payroll administrators.
Solution:
- Manually Correct if Needed: Manually change the status or delete the paycheck if it is not correctly marked.
- Check Paycheck History: Navigate to Employees > Paycheck History.
- Verify Status: Confirm whether the paycheck status is voided or deleted.
Reporting & Compliance Issues
Issue: Incorrect Tax Reporting
Voiding or deleting paychecks can lead to inaccuracies in tax reports which can cause discrepancies in tax filings.
Solution:
- Update Tax Forms: If necessary, resubmit corrected tax forms to the IRS or state tax agencies to ensure accurate filings.
- Check Tax Liability Reports: Navigate to Reports > Employees & Payroll > Payroll Tax Liability and verify if taxes were refreshed.
- Manually Update Reports: If there are discrepancies, refresh the tax liability report to account for the voided/deleted paychecks.
Direct Deposit Issues
Issue: Direct Deposit Doesn’t Void Properly
If a direct deposit paycheck is not properly voided, it can lead to erroneous payments or already-transferred funds.
Solution:
- Check the Cutoff Time: Verify that the paycheck was voided before Intuit’s 5:00 PM PT payroll cutoff (two business days before payday).
- Manually Correct: If the cutoff has already occurred, manually correct the issue by calling the employee and correcting the payment in a subsequent payroll run.
By doing these simple steps, you can easily fix any discrepancies and keep your payroll data accurate and compliant.
Conclusion
Voiding or deleting processed payroll in QuickBooks Desktop Pro/Premier Payroll is crucial for maintaining accurate records. It helps quickly correct errors like overpayments, incorrect deductions, or duplicate entries.
After voiding or deleting paychecks, always review payroll reports to ensure the changes are reflected correctly and that tax filings are up to date. Be sure to void direct deposits before Intuit’s cutoff time to prevent costly payment reversals and employee issues.
If problems arise after the deadline, transparent communication with employees and manual corrections on subsequent payrolls help keep things running smoothly. An open process for dealing with payroll adjustments keeps finances in balance and avoids disruptions.
Frequently Asked Questions
How do I cancel a processed payroll in QuickBooks Desktop?
To cancel or void the paychecks for the payroll, navigate to Employees > Edit/Void Paychecks, locate the paychecks, open each one, and click ‘Void.’
How to reverse a payroll in QuickBooks?
To reverse a payroll in QuickBooks Desktop, you need each paycheck for the payroll run. There is no one-click “reverse payroll” option. After voiding, refresh payroll reports and, if needed, manually adjust employee year-to-date totals or tax filing with payroll adjustments.
How do I reset a scheduled payroll in QuickBooks?
QuickBooks Desktop doesn’t have a reset button on scheduled payrolls. Instead, you can either delete or modify an unsent scheduled payroll. Navigate to the Payroll Center > Pay Employees tab, locate the scheduled payroll, and delete it (if not sent) or void and re-create the paychecks if already posted.
What is the difference between voiding and deleting a check in QuickBooks Online?
In Desktop (and similarly in Online), voiding a check retains the record of the transaction but sets the amount to zero, thereby maintaining the audit trail. Deleting a check removes the transaction entirely from the system, as if it never occurred. Voiding is safer for historical integrity, while deleting is irreversible and should be employed with caution.
Disclaimer: The information outlined above for “How to Delete or Void a Processed Payroll in QuickBooks Desktop Pro/Premier Payroll?” is applicable to all supported versions, including QuickBooks Desktop Pro, Premier, Accountant, and Enterprise. It is designed to work with operating systems such as Windows 7, 10, and 11, as well as macOS.