Reconciliation Step 2 Errors

You could encounter any of the following errors, when clicking the Next button on the Reconcile Payroll for Reporting Step 2 window.

Timesheets (for Employee/Job/Wage) listed below are NOT in the Paycheck Detail, which causes gross wages and deductions to be zero on the report.  Also, be sure that the check date range is mm/dd/yy or mm/dd/yyyy, is correct.  A list of Employees/Job/Wages follows.

In a nutshell, Certified Payroll Solution is telling you, "I found this information in the timesheet, but it is NOT in the paycheck detail".

CPS matches the timesheets with the paycheck detail.  The program found that the timesheets for the employee name/job name/payroll item name for the week you are running do not match the paycheck details.  There are 3 main reasons why this can happen.

The dates specified when running CPS were incorrect, or one or more paycheck dates, are missing.  The program gets the hours worked , based upon the timesheet for the work week ending date, and the dollars (paycheck detail) for the report, based on the Paycheck Date Range, as well as, any dates entered into the "More Dates" section, to allow for layoff or makeup checks. Be sure these dates are correct, and only include the actual check dates, for the period.

Sub-job and Job Names must be unique.  Having a sub-job name of "Elementary School" in more than one job, is not permitted.  Change the job/sub-job names so that they are unique.

Occasionally, when paychecks are created (or at a later date), a payroll item or job name can be changed in the paycheck detail, but QuickBooks does not automatically change or update the timesheet.  The timesheet must be changed to match the paycheck detail, or visa-versa.

Timecard/Paycheck for Employee/Job listed below, have INACTIVE Payroll Wage Items.  In QuickBooks, choose Lists -> Payroll Item List to see which payroll items are inactive (use the SHOW ALL option).  Employee/Job combinations are listed below.

The timesheet and paycheck detail for the employee shown contain payroll items that are currently marked as inactive, in QuickBooks.  Reactivate payroll items and rerun your report.

No Jobs were found.

There are three (3) possible explanations for this error message.

Nothing was found to report on. Make sure that you have entered the correct week ending date, and check date range, to report.  Checks MUST BE issued and printed, before reports can be created.  Paychecks that have been created have a "To Be Printed" status within your QuickBooks file, printing them finalizes the transaction. Exit CPS, switch to QuickBooks, print your paychecks, rerun your reports.

Possible QuickBooks data corruption. If timesheets and printed paychecks exist in QuickBooks and you are POSITIVE that you have the correct dates, it is possible that their is some data corruption within your QuickBooks file - YOU can see the timesheets and paychecks but QuickBooks tells CPS that they do not exist.  Exit CPS.  Switch to QuickBooks.  You must be logged into QuickBooks as the QuickBooks Administrator and in single-user mode.  From the Windows menu -> choose Close All.  From the File menu -> choose Utilities -> REBUILD data.

Multiple/Duplicate QuickBooks company files. It is possible that you have multiple or duplicate company files on your computer.  Make sure that timesheets and paychecks exist in the QuickBooks file that you have open.  In CPS, go to the System Setup menu -> choose System Preferences -> click on the Data Locations tab.  Click into the 2nd box from the top (QuickBooks file) and delete the "address" of the QuickBooks file -> click Ok.  Rerun your reports with QuickBooks open and minimized.

No Jobs are available to Print.  Please be sure that you have not checked the "Non-Reporting Job" box on the jobs you wish to create reports for.  Double check your jobs.

In CPS, from the Linked Data menu -> choose Jobs -> double-click on the job name that you wish to create a certified payroll report for, verify that the "Non Reporting Job" box is NOT checked.  Repeat this task for other jobs that need reports.