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How to correct the account used on payroll checks

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Summary

Correcting the account used on payroll checks.

Resolution

CAUTION: Sage support can't assist with third-party products, hardware, report customizations, or state and federal tax questions. Refer to our Scope of Support for more info. Contact your Sage business partner, network administrator, or accountant for assistance.

Section 1: Move the amount to the correct account

  1. Go to Tasks, General Journal Entry.
  2. Enter a Date and Reference.
  3. On the first line, select the account used in error; enter a Description if desired.
  4. Credit (cash or expense accounts) or Debit (liability accounts) the appropriate amount, to remove it from the account.
  5. On the second line, select the account to be used; enter a Description if desired.
  6. Debit (cash or expense accounts) or Credit (liability accounts) the appropriate amount, to add it to the account.
  7. Click Save.

Section 2: Change settings to use correct accounts

Note: For cash accounts, Sage 50 remembers the last account used for payroll. To change it, the next time you create payroll, manually change to the correct cash account, and it will use that same account, until it is manually changed.

  1. Go to Maintain, Default Information, Employees.
  2. On the Employee Fields and Company Fields tabs, set each payroll field to use one or more correct G/L Accounts, then click OK.
  3. Go to Maintain, Employees/Sales Rep.
  4. On each employee record, verify that each payroll field on the Employee Fields and Company Fields tabs is set correctly:
    • Fields that use formulas (taxes, calculated retirement plans, etc.) should be set to Use Defaults
    • Fields with deduction or benefit amounts specific to each employee should not typically be set to Use Defaults. Any changes to these fields need to be made on each employee record
  5. Click Save.
  6. Repeat Steps 4-5 as needed.

Note: Changing settings on maintenance records or in the record type's defaults does not change transactions that have already been saved, unless you open the paychecks and save them. Continue to Section 3 to correct cash account on those transactions

Section 3: Change cash account used on previous payroll checks

  1. Go to Lists, Employees & Payroll, Payroll Checks.
  2. Enter search criteria to find the checks that need to be corrected.
  3. Double click on a payroll check to pull it up.
  4. In the top right-hand corner under Cash Account, click the drop-down arrow to select the correct cash account.
  5. Click Save.
  6. Repeat steps 3-5 for each payroll check that needs to be corrected.

Section 4: Change non-cash accounts used on previous payroll checks

  1. Go to Lists, Employees & Payroll, Payroll Checks.
  2. Enter search criteria to find the checks that need to be corrected.
  3. Double click on a payroll check to pull it up.
  4. Click Journal button.
  5. Scroll to the Description with the incorrect Account No.
  6. Click the Account No. drop-down arrow to select the correct account.
  7. Click OK.
  8. Click Save.
  9. Repeat steps 3-8 for each payroll check that needs to be corrected.