QuickBooks Desktop allows you to set up a scheduled payment or liability and pay the dues or unscheduled liability at any point of time. This article will provide you the process and instructions for setting up the scheduled liability, pay an unscheduled liability and resolving some of the errors and issues.

Set Up And Pay Scheduled Or Custom (Unscheduled) Liabilities

Reminders:

  • You should be using the latest version of the QuickBooks software.
  • The payroll tax table should be updated to the latest version.
  • You should be using QuickBooks in Single-user Mode.
  • Set up a schedule for payroll liabilities calculated on the employees’ paychecks and frequently paid through QuickBooks.
  • If you are using QuickBooks Desktop Payroll Assisted service then the Intuit debits the payroll liabilities gets paid directly to the respective agencies. You can see the Assisted Quick Tax Guide to check the taxes paid by Intuit on your behalf.

 Set Up A Scheduled Payment

  • From the Employees menu, go to the Payroll Center
  • Navigate to the Pay Liabilities tab
  • From the Other Activity section, click on the Change Payment Method
  • Head to the Schedule Payments and then click on the tax liability that you will be modifying or scheduling a payment for.
  • Click on Edit and then provide the required details.
  • Click on Finish & then Finish Later
For QuickBooks Desktop Payroll Enhanced Users:

  • If the payment frequency is not available in the drop-down list them you need to mark the Let me use a different payment frequency box.
  • Click on Next and then set up a customer payment schedule.
  • You doesn’t get weekly liability payment schedule from IRS then you need to make a payment few days after running payroll. You need to select the After Each Payroll (Semiweekly) option that you can get from the Payment frequency drop-down list.

Create An Unscheduled Or Custom Liability Check

  • Go to Employees > Payroll Center > Pay Liabilities
  • Go to the bottom and select Create Custom Payments from the Other Activities
  • Provide the date range for Liabilities window and then click on

Note: Liabilities gets accrued on the paycheck issuing date and not on the pay period of the check.

  • Click on the To be printed box if you want to print the liability check.
  • Choose the bank account along with the date on which you want the liability check to appear.
  • Select one of the following options
    • Review your liability check to enter expenses/penalties
    • Create a liability check without reviewing
  • Click on the payroll item you want to pay and then tap on Create. If you are selecting more than one payroll items then the items paid to the same agency gets merged into a single liability check but the items paid to separate agencies produces more than one liability checks. The check amount and item list under Payroll Liabilities should be accurate.
  • If you’ve selected Review your liability check to enter expenses/penalties then you will get a liability check and if you’ve selected the other option then you can see the liability check under the check register.
  • Make sure that the date and amounts are accurate. You need to click on Print if you want the check to get printed.
  • If you want to enter expenses/penalties on the liability check then you need to go to the Expenses tab
  • Click on the expense account from the Account drop-down list. This is the account that tracks expenses and penalties.
  • Now, provide the amount under the Amount
  • Click on Recalculate and make sure that the liability check includes the expense or penalty.
  • Unmark the To Be Printed checkbox and type EFT in the No. section if you pay liabilities through Electronic Funds Transfer.
  • Click on Save & Close.

You should have a payee name linked to every liability before paying your payroll taxes and other liabilities. Most of the time the tax agencies are the payees the bank or an insurance company can also be a payee.

To assign a payee name:

  1. Go to Lists > Payroll Item List.
  2. Double-tap on the payroll item.
  3. Keep on clicking Next until you get the Agency for a company-paid liability window.
  4. Select the appropriate agency (payee) from the Enter name of agency to which liability is paid drop-down list.
  5. Click on Finish.
  6. Perform the steps 2 to 5 again for each liability that you will be assigning a payee name.

Pay A Scheduled Liability In QuickBooks Desktop

  • Go to Employees > Payroll Center > Pay Liabilities
  • Mark the liabilities you want to pay and then click on View/Pay.
  • The date and amount should be correct
  • Click on Print if you want to print the checks
  • To enter the expenses/penalties on the liability check, you need to go to the Expenses tab
  • Click on the Account field and choose the expense account through which you track the payroll expenses and penalties and then provide the amount in the respective field.
  • Click on The amount on the liability should include the expense or penalty.
  • Unmark the To Be Printed checkbox and type EFT in the No. section if you pay liabilities through Electronic Funds Transfer.
  • Click on Save & Next or Save & Close.
  • You should be able to review the scheduled payments, print a copy from the summary or print checks from the Payroll Liability Summary window.

E-Pay Your Payroll Tax Liabilities

You can use the E-pay feature for some specific agencies with QuickBooks Desktop Payroll Enhanced.

Common Errors

QuickBooks Desktop is locked up or not responding after selecting View/Pay for a payroll liability check.

The payroll liability check window is running but it couldn’t be seen on your screen that can occur because you dragged the window out of position.

  • Close and open QuickBooks Desktop.
  • From the Employees, click on Payroll Center.
  • Highlight the appropriate liability from the Payroll Liabilities tab,
  • Press and hold the Shift key on your keyboard and then click on View/Pay. You should now be able to see the Payroll Liability Check window.

Follow The Steps Carefully or Contact Or ProAdvisors

Reach Us For Support

Hopefully, the article was helpful for you and now you are able to Set Up And Pay Scheduled Or Custom (Unscheduled) Liabilities and if you are facing any error then it should also get resolved. However, if you are not able to do so or facing any errors then we recommend you to get in touch with us at our toll-free QuickBooks Support Phone Number +1888-396-0208 to get instant QuickBooks support.

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Set Up And Pay Scheduled Or Custom (Unscheduled) Liabilities

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