Scheduled payments that are displayed in red font are considered overdue; that is, the payment wasn't paid before the Send By date and (if applicable) time listed in the Payroll Center.
How does QuickBooks determine the Send By date?
When you set up scheduled payments in QuickBooks for your payroll taxes and other liabilities, you select a deposit frequency that determines accrual amounts and the payment due date that's displayed in the Payroll Center.
To ensure that scheduled payments are made "on time" in QuickBooks, you must create the liability check or submit the e-payment before the date/time in the Send By column.
If a scheduled payment is set up for e-pay: To allow enough time for Intuit to send your e-payment to the agency, QuickBooks requires that you submit the payment at a specific time approximately two days prior to the agency due date. The lead time is reflected in the Send By date. If you attempt to submit the e-payment from QuickBooks after the specified time and date displayed in the Send By column, your e-payment could be rejected by the agency.
To resolve overdue payments in the Payroll Center:
Determine if the payment is still due to the agency or if it's already been paid. How?
Review your Payroll Liability Balances report.
Review the Liability Checks transactions on the Payroll Center.
Find the transaction in the QuickBooks chart of accounts.
Contact the agency directly to verify if the payment was settled.
After you determine whether or not the payment has been paid, do the following:
If the payment has not been paid and is overdue, then make the payment.
Important: Contact the agency or consult with your professional tax advisor to find out the best way to make the payment without incurring any penalties or interest.
If the payment has not been paid and is not overdue, then follow these steps to resolve and record the payment in QuickBooks.
Why does this happen?
If the payment has been paid, but is still showing up as overdue in the Payroll Center, follow these steps to record the payment correctly in QuickBooks and remove the payment from the Payroll Center.
Occasionally, customers who upgrade to QuickBooks 2007 from an earlier release may see prior payroll tax or liability payments that have already been paid. If you paid a payroll tax or liability, but the payment still appears in the Payroll Center, review the following information to record the payment in QuickBooks and remove it from the Payroll Center.
How to resolve and record the payment in QuickBooks
Verify the correct date range for the payroll liability payment. You can run a Payroll Liabilities report in QuickBooks, or you can contact the IRS or your accounting professional.
Click the Transactions tab.
Double-click Liability Checks in the list on the left.
Locate the payment in transaction list.
Double-click the payment.
In the Liability Payment window, review and adjust the date range in the Period field or the through date in the Payment for payroll liabilities through field.
The scheduled payment should no longer appear in the Payroll Center.
Get agency contact information