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Fix QuickBooks Payroll Liabilities Not Showing

Are you unable to track your Payroll Liabilities due

Are you unable to track your Payroll Liabilities due to QuickBooks Payroll Liabilities not Showing? If yes, then your search ends up here. Just read this blog till the end to avoid delays while making payments.

What Payroll Liability is all About?

Payroll Liability is an amount that the organization pays on employee’s behalf. It contains all the taxes like withheld taxes, union dues, health insurance premiums, 401(k) contributions, child support, etc., which is deducted from the employee’s salary in advance.

When you manage payroll, your company incurs typically  the following types of payroll obligations as follows:

  • Employee Compensation: The gross wages payable to employees and independent contractors are known as payroll liabilities, which includes perquisites and remuneration as a payment for the job.
  • Withheld Amounts: Amounts withheld from worker pay as income taxes must be sent to the Internal Revenue Service (IRS) and other tax related departments. Amounts withheld and not yet sent are payroll liabilities. However, it is important to note that when an organization withholds a certain amount from the employee’s salary as a tax, it is not a payroll expense.
  • Payroll Expenses: Some payroll liabilities are not retained from the employee pay. For instance, when the Payroll is processed, submitting Social Security and Medicare taxes is a liability of the employers, which are kept in the payroll expenses.

However, despite having actual payroll liabilities, at times, payroll liabilities are missing or not showing from the Pay Scheduled Liabilities section under the Payroll tab of the employee center. As a result, it prevents you from tracking liabilities and making timely payments. Hence, it’s mandatory to make them appear as soon as possible.

A Comprehensive Guide to Fix QuickBooks Payroll Liabilities Not Showing Error According to Causes:

Error CauseSolution
Inactive QuickBooks Payroll Liability AccountYou need to ensure that your liability account is active.
Wrong Payroll DatesIt is required to check the date range before making payments.
Lost or Missing QuickBooks Payroll LiabilitiesLocating and viewing the missing QB Payroll Liabilities is the only solution to avoid such payroll-associated errors.
Outdated Payroll Tax TableUpdate your QuickBooks Payroll Tax Table to the most recent version.
Uncategorized QuickBooks Payroll ListRe-sort your QuickBooks list and make it organized.
Payroll Factor is Inaccurately Set Up to Another Liability AccountYou must edit all the payroll items to properly set up payroll factors to another liability account.

How Many Types of Payroll Liabilities are There?

Payroll Items consist of various components related to the remuneration of the employees, which includes (but is not an exhaustive list) taxes, salaries, and deductions, if any. Employees are also compelled to pay Federal Insurance Contribution Act (FICA) tax and other expenses through QB Payroll.

Employee Compensation

Payroll liabilities include gross wages payable to employees and independent contractors.

There are several ways to calculate Liability for a specific pay period:

  • Salary Employees: The portion of annual salary owned for the pay period, plus bonuses and other incentive compensation.
  • Hourly Workers: The Liability is a multiplication of the total worked hours and the hourly pay rate, including overtime hours. The workers who work on an hourly basis may also earn incentive compensation.
  • Freelancers Workers (Independent Contractors): Amounts owed based on an hourly rate agreement or a flat fee.

According to the Information provided by the workers on Form W-4, you must retain taxes on employee pay, as no taxes are deducted on compensation paid to independent contractors.

Payroll Taxes and Insurance

Taxes are retained from pay-to-fund income tax, Social Security, and Medicare tax liabilities.

Employers spend some amount for such taxes:

  • Federal Income Tax withholdings: The specific amount is deducted from the worker’s annual income and filing status (married, single, etc.).
  • FICA (Federal Insurance Contribution Act) taxes: The taxes assembled to fund Social Security and Medicare taxes. For tax year 2020, employers and workers both have to pay a 7.65% a FICA tax rate on the gross wages, and the taxes of the workers were deducted from gross pay. But if you are self-employed, you have to pay both the employer and worker amounts, which is 15.3%, and deduct one-half of the self-employment taxes on the personal and state income tax.
  • State income Taxes: Each state has different requirements for withholding and paying state income tax, and some don’t levy a state income tax.
  • FUTA (Federal Unemployment Tax Act) and SUTA (State Unemployment Tax Act): When the employee is not at fault, both acts were passed to provide temporary income for the workers who lose employment. Businesses pay unemployment insurance taxes with the help of a joint program between the federal government and the states, and only employers pay FUTA taxes.
  • Workers Compensation Insurance: All businesses may have to purchase workers’ compensation insurance based on state requirements. If a worker is injured on the job, the insurance policy will pay medical costs and lost wages due to injury. The employer generally pays workers’ compensation premiums, and the cost is decided by the number of employees and the organization where you work.
  • Wage Garnishments: A garnishment is a court-ordered requirement to retain employee pay and send the amounts to a third party.

Once your business starts growing, you may offer benefit plans to appreciate employees. Workers can select to voluntarily withhold payroll dollars to fund benefit plans.

Why are My QuickBooks Payroll Liabilities Not Showing Up?

There can be multiple reasons for QuickBooks Payroll liabilities not showing, including outdated or older QuickBooks versions, incorrect payroll settings, and issues with your payroll subscription.

To fix it, do the following:

Voluntary Employee Deductions: Payroll withholding funds Health insurance premiums, retirement plan contributions, and other benefit programs. The employer’s share of the costs is a kind of payroll expense.

  • Retirement plans: Workers’ contributions are deducted from their pay and are not employer expenses. The employer’s share of contributions is also a payroll expense.
  • Health, dental, vision, and life insurance premiums: Premiums generally paid by the employer are not retained from pay and are included as business expenses. The worker’s share of premiums, deducted from pay, is not a payroll expense.     
  • Union Dues: Dues are deducted from pay and sent to the federal on behalf of the workers. If a worker repays a loan from the employer, the loan payments retained from pay are not either a payroll liability or a payroll expense. Rather than this, the payment increases the employer’s cash account and reduces a loan-receivable account.

Under the Payroll Centre or the Create Custom Liability Window, if the Liability does not appear, adhere to the following actions:

  1. Firstly, select Lists > Payroll Item List to access the payroll item.
  2. Now, click on the appropriate payroll item list.
  3. Choose Payroll and then hit the Edit tab.
  4. After this, press the Next button and make all the necessary changes to the payroll item name and the Liability/Expense Account related to the items.
  5. Hit the Next button until you reach the Finish icon.

What Gives Rise to QuickBooks Payroll Liabilities Not Showing?

There may be a couple of reasons that promote QB Payroll Liabilities not showing errors; a few of them are as follows:

  1. Inactive Liability Account: If Your liability account is not active.
  2. Wrong Payroll Dates: The incorrect date range has been selected while making the payments.
  3. Missing QuickBooks Liabilities: The QuickBooks Payroll Liabilities not Showing issue may occur due to lost or missing liabilities after upgrading QuickBooks software.
  4. Outdated Payroll Tax table: If your QuickBooks account or payroll tax table is not updated to the most recent release, you will most likely get into this error.
  5. Inconsistencies in QuickBooks Payroll list: You may have damaged the company file and need to re-sorted your QuickBooks Payroll list.
  6. Payroll Factor Inappropriately Set to Another Liability Account: If the QB payroll is not properly set to another Liability Account, it may cause the “Payroll liabilities are not showing” problem.

Fixing QuickBooks Payroll Liabilities not Showing: Step-by-Step Guide

QuickBooks Payroll Liabilities not showing? To view the liabilities again in your QuickBooks software, adhere to the steps we listed according to your situation.

Let’s get started:

Case 1: When your Liability Account is Not Active

In this case, you must ensure the Liability Account is active.

Here’s how:

  1. For this, hit the Lists menu option.
  2. Now, choose the Chart of Accounts from the drop-down menu.
  3. Must check that the inactive is selected from the list.

Note: If you fail to click the Inactive option, do not go further, as there are no inactive accounts.However, if you can select Inactive, then proceed ahead.

  1. Choose the Edit option if your liability account has a large X marked on its left side.
  2. After this, hit the Make Account Active tab.
  3. To finish, select the Chart of Accounts.

Case 2: When QuickBooks Payroll Liabilities Dates are Incorrect

QuickBooks Payroll Liabilities Dates are Incorrect

You can prevent payroll liabilities from not being shown in the future if you choose the right date range while making payments.

Below are the steps to do the same:

  1. To begin with, navigate to the Employees menu in the QuickBooks account and then choose the Payroll Center.
  2. Now, hit the Transaction tab.
  3. You need to select the Liability checks.
  4. Choose Date.
  5. Also, edit the range to This Calendar Year from the drop-down menu.
  6. Thereafter, check the Paid Through Date.
  7. If editing is required, click on the line with the liability check twice to open it.

Case 3: When QuickBooks Payroll Liabilities are Missing or Lost

If your liabilities are missing, follow the steps below to review them.

  1. Head to the Employees menu and choose the Payroll taxes and liabilities option.
  2. After this, click Create Custom Liabilities Payments.
  3. Select the liability period and then press OK.
liability period
  1. A new window will open up and show the liabilities that you have to pay.
Pay liabilities
  1. In case of any data damage, you are recommended to run the Verify and Rebuild Data in the QuickBooks account.

Case 4: When your QuickBooks Payroll Tax Table is Not Updated

Updating your tax table to the latest release is important to troubleshoot QuickBooks Payroll Liabilities, not Showing issues.

The steps you need to perform are here:

  1. The initial step is to click on Update QuickBooks from the Help menu.
  2. Navigate to the Update Now icon.
  3. After this, choose the Get Updates option.
  4. Hit File and then press Exit.
  5. At last, restart your QuickBooks Desktop.

Case 5: When the QB Payroll List is Not Categorized

QB Payroll List is Not Categorized

You are supposed to re-sort your QB Payroll list if it’s unorganized.

Let’s see how:

  1. Firstly, choose the list under the Lists menu you need to re-sort.
  2. Now, tickmark the “Include Inactive” checkbox. If it’s grayed out, there are no inactive names.
  3. Hover over the View menu and then select Re-sort Lists.
  4. Click OK.
  5. In the end, close and reopen your company file.

Case 6: When the Payroll Factor is Improperly Set to Another Liability Account

To rectify this, you need to edit the payroll items.

Below are the steps you need to implement for the same:

  1. Go to the List menu and then select the Payroll Item List option.
  2. Now, you must choose the item added and then right-click on it.
  3. Hit the Edit Payroll Item icon.
  4. Press the Next button and change the account for the liability.
  5. Once done, click Next again and then Finish.

Bottom Line!

We believe the QuickBooks Payroll liabilities not showing issue has rooted out once you perform the steps presented here. However, if you have any payroll-related query or are still answered, reaching out to our customer helpdesk will help you tackle this.

So, don’t think too much and just dial our toll-free number +1-802-778-9005 to simply understand the problem you are dealing with.


What to Do if QuickBooks Payroll Liabilities are Not Showing Up?

While doing any payroll-related activity, if you get QuickBooks Payroll Liabilities not showing error, you are recommended to ensure your liability account is active and the date range when you make payments must be accurate. Also, try updating your Payroll tax table to the most recent release if it is outdated. However, if the issue persists, categorize and edit your QB Payroll items.

Why Do QuickBooks Payroll Liabilities Not Show Up?

Several reasons prevent QuickBooks Payroll Liabilities from being shown up, including if:

  • Instead of the Current Liability Account, you have set up the liability.
  • The liability account is in inactive mode.
  • An Incorrect date range has been selected while making the payments.
  • Your QuickBooks account or payroll tax table is not updated to the latest release.
  • You may have damaged the company file and need to re-sort your QuickBooks list.
  • Also, if your QuickBooks Payroll Liabilities are missing or lost somewhere.

By : January 19, 2024
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