Set Up And Pay Scheduled Or Custom (Unscheduled) Liabilities

QuickBooks Desktop provides you an option to set up a scheduled payment or liability and pay it as it is due to or pay an unscheduled liability whenever you want. In this article, we will be providing the steps to set up scheduled liabilities, pay an unscheduled liability and resolve several errors that can occur while setting up liabilities.

You can also contact us at our toll-free QuickBooks Customer Service Phone Number +1888-396-0208 if you want an instant resolution for your QuickBooks errors and issues.

  Reminders

  • Make sure that your QuickBooks software is updated to the latest release.
  • Download the latest payroll tax table updates.
  • QuickBooks should be in Single-user mode.
  • A scheduled payroll liability can be created that are calculated on your employees’ paychecks and are paid in QuickBooks Desktop on a regular basis.
  • Intuit debits and pays payroll tax liabilities directly to the agencies for QuickBooks Desktop Payroll Assisted Service users. You need to see the Assisted Quick Tax Guide to know the tax paid by Intuit on your behalf.

Set Up A Scheduled Payment

  • From the main menu of QuickBooks, go to Employees > Payroll Center.
  • Navigate to the Pay Liabilities
  • From the Other Activities section, click on Change Payment Method.
  • Navigate to the Schedule Payments and choose the tax liability you want to modify and schedule a payment for.
  • Click on Edit.
  • Now, provide the required information.
 

For QuickBooks Desktop Payroll Enhanced users:

If the payment frequency option, you want is not present then you need to put a checkmark on the Let me use a different payment frequency box. Click on Next and set up a payment schedule.

The IRS doesn’t provide a weekly liability payment schedule. If you want to make a payment few days after running payroll then the IRS will consider it a semiweekly basis. You need to click on After Each Payroll (Semiweekly) option from the payment frequency drop-down option.

  • Click on Finish, then Finish Later.

Pay Taxes & Other Liabilities Section

Once you’ve finished setting up your liability schedule, you can now see your upcoming, due, and overdue liabilities under the Pay Taxes & Other Liabilities section. To view:

  • From the main menu of QuickBooks, go to Employees > Payroll Center.
  • Go to the Pay Liabilities

Create An Unscheduled Or Custom Liability Check

  • From the main menu of QuickBooks, go to Employees > Payroll Center.
  • Go to the Pay Liabilities
  • From the Other Activities section, choose Create Custom Payments.
  • From the Select Date Range for Liability screen the best date range and then click on OK.

Note: Liabilities accrued on issued date of paycheck and on the pay period of the check.

  • Put a checkmark on the To be printed checkbox if you want a print of the liability check.
  • Choose the bank account and the date that you wish to display on the liability check.
  • Select either Review your liability check to enter expenses/penalties or Create a liability check without reviewing
  • Choose the payroll item you are paying and then click on Create. Selecting multiple payroll items will combine the items paid to same agency into 1 liability check where on the other hand items paid to separate agencies creates multiple liability checks. You need to ensure that the check amount and item list in the Payroll Liabilities are correct.
  • Selecting Review your liability check to enter expenses/penalties in the earlier step will show up a liability check. If it didn’t show up then you will be able to see the liability check in the check register.
  • Ensure that the entered date and amounts are correct. Click on Print of you want a print of the check.
  • Navigate to the Expenses tab to enter expenses/penalties on the liability check.
  • Select the expense account to use to track payroll expenses and penalties from the Account field drop-down and then provide an amount in the Amount
  • Choose Recalculate Make sure that the amount on the liability check also includes expense or penalty.
  • If you use Electronic Funds Transfer to pay liabilities, then you need to remove the checkmark from the To Be Printed checkbox and type EFT under the No. field.
  • Click on Save & Close.

Before paying your payroll taxes and other liabilities, you should have a payee name linked with each liability. Normally the payees are tax agencies, but it can also be a bank or an insurance company.

Follow the below-mentioned steps to assign a payee name:

  • From the List menu and choose Payroll Item List.
  • Double-click on the payroll item and keep on clicking Next until the Agency for company-paid liability window opens.
  • Select appropriate agency (payee) from the Enter name of agency to which liability is paid drop-down
  • Click on Finish.
  • Perform above 3 steps again for each liability you want to assign a payee name.

Pay A Scheduled Liability In QuickBooks Desktop

  • From the Employees menu of QuickBooks, go to Payroll Center.
  • Go to the Pay Liabilities
  • From the Pay Taxes & Other Liabilities section, put a checkmark on the liabilities you want to pay and then click on View/Pay
  • Ensure the dates and amounts are accurate. Click on Print to get a print of the check.

Note: Liabilities accrued on issued date of paycheck and on the pay period of the check.

  • Navigate to the Expenses tab if you wish to enter expenses/penalties on the liability check.
  • Select the expense account to use to track payroll expenses and penalties from the Account field drop-down and then provide an amount in the Amount
  • Choose Recalculate Make sure that the amount on the liability check also includes expense or penalty.
  • If you use Electronic Funds Transfer to pay liabilities, then you need to remove the checkmark from the To Be Printed checkbox and type EFT under the No. field.
  • Click on Save & Close.
  • The Payroll Liability Payment Summary window will open where you can review the scheduled payments, print a copy of the summary and print checks.

E-pay Your Payroll Tax Liabilities

E-pay can be used for several agencies with QuickBooks Desktop Payroll Enhanced. You need to E-pay your tax liability payments in QuickBooks.

Common Errors

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

The Payroll Liability Check window occurs on your screen but due to the position of the window on your screen, the view/pay option is not visible which can be caused by dragging the window there by mistake. You can fix this issue by following the below steps:

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

Technical Support For QuickBooks

The provided steps should allow you to set up and pay scheduled or custom liability with ease. We have also provided solutions for the possible errors that you can face. In case, if you are not able to set up and pay scheduled or custom liabilities in QuickBooks then you can contact us at our toll-free QuickBooks Support Phone Number +1888-396-0208 to get instant technical support for your QuickBooks software.