r/Bookkeeping • u/lifeisasunny • 15d ago
Payroll ADP Workforce debits aren't matching
Have a client that switched to adp workforce mid year. It's a nightmare to use.
For example 9.25.26 pay period should've had $103K in direct deposits.
$7K was paid to one partner and another $12K to the two other partners. I don't see these debits split out or 9.25.26 but I see $12K and $7K taken out of the bank account on 9.10.26.
I'm only seeing about $87K taken out so far and it's split into random 5 different deposits.
I'm having to search for the line item amount in the payroll register and even then I don't match some of these items to the ADP report that come out around 9.25.26.
Prior to this they used adp run and we never had issues matching period bank transactions to the actual paydate.
Anyone used to this nightmare system who could provide some insight?!
2
u/CloudBusiness_Apps 15d ago
Same pattern as processor payouts: start from ADP's funding/settlement report for that pay window and rebuild composition (net pay batches + tax + partner draws) before matching bank dates. Workforce often posts bank debits a few days ahead of the register date. Don't force-close leftover small amounts — leave them labeled until the funding report explains them.
2
u/e_oboh 10d ago
I have untangled this exact mess before, and the thing that finally worked was rebuilding it from the bank side. Pull every ADP debit in the window from 3 days before the check date to 3 days after, add them up, and compare that one total to the payroll register total. If the totals tie but the lines do not, you are not missing money, you are just seeing ADP split the funding into wages, taxes, fees, and sometimes partner payments, each on its own date.
Two things specific to your situation. First, make sure the funding report you are comparing is keyed to the check date, not the pay period end. With a mid-year switch, the tail from the old provider can land in the same window and throw everything off. Second, those partner amounts ($7K and $12K) may have been processed as special payments outside the normal batch, which means they debit separately on a different day than the main wage pull.
If the bank-side total still will not tie, put the ADP wage-and-tax summary next to the payroll register. When those two disagree, it is usually a voided or off-cycle check that never made it into the register.
1
u/lifeisasunny 10d ago
I'm going to try this thank you. The "rep" we are supposed to be able to reach out to is MIA and I helpful despite several follow ups on this.
What's strange is for example on 9.25.26 the statistical summary report shows $19,000 in partner distributions.
However, no amount of that shows up around 9.25.26.
But that $19K is debited around Sept 5-10th which I find so strange. And the Sept 5-10th partner debits aren't related to the prior month because they didn't take any distributions the prior month.
1
u/Christen0526 9d ago
It's not uncommon to have interim pay runs. My job uses another processor but it's easier to help when I see the reports themselves. I find that most take the money from the company before the actual pay date.
I defer to the experts here. I liked ADP back in the day. Clean easy to read reports. I like to post payroll. Keeps me on my toes
1
u/EmbarrassedBuddy3649 15d ago
That sounds like a headache, especially when the bank debits don’t line up with the payroll report. I’d probably start by matching each withdrawal to the payroll register and payment dates before trying to reconcile the whole amount. Have you checked whether ADP shows a breakdown of those separate debits?
2
u/lifeisasunny 15d ago
I spent about forty minutes looking, including in settings and there's no report that shows the exact breakdown that I've found.
Strangely enough the taxes usually match, but sometimes I'll find weird one off small amounts with zero clues as to what the reversal was for.
1
u/freelyneatclutches 15d ago
adp now likes to batch things in weird ways and the dates on the bank side rarely match what the register says, it's like they process payments in chunks a few days early then slap a random date on it
1
u/itlogicpartnersllc 15d ago
adp workforce can make this way more confusing that it needs to be. i would start with the funding report and match withdrawals from here.
1
1
u/vonnegutflora 15d ago
ADP is, by far, the worst payroll processor I've worked with. We encourage any new clients using them to drop them immediately. They're not only unresponsive to requests, their reports are, frankly, a little obtuse and difficult to parse.
Common culprits for discrepancies would be payroll taxes/remittances and/or payroll processor fees.
Depending on how intimately you are involved with payroll for this company, is it possible that some employees were paid out manually (e.g. cheques) and so withdrawals wouldn't match gross/net wages?
1
u/Intrepid-Diamond-898 14d ago
Anyone new added, or new department? Possibly new new pay item or deduction? Usually this is my issue
1
u/Bake_2543 12d ago
I'd compare the payroll register with the ADP funding report by pay period trace each deposit back to the bank. That sound help identify where the mismatch starts.
1
u/Christen0526 9d ago
Can't be worse than Rippling
2
u/lifeisasunny 9d ago
I've never heard of Rippling so I'll take your word for it 😂
1
u/Christen0526 9d ago
They advertise all over Facebook and even TV. The reports are horrible. Most of our not-so-savvy staff hate it. Boss likes it for the low cost.
Look em up
3
u/Unbalanced_Acctnt 15d ago
Is it possible the missing debits are related to payroll taxes? We don’t use ADP, but when I export the GL reports I can see payroll taxes debits and credits in the same entry line of the Excel file. The GL import directly from the payroll service into our accounting software shows the net as a zero in the imported entry.
If I manual book the entries, then separate them onto different rows.
You may want to export a GL entry report from ADP to see if the debits and credits tie in the Excel/CSV file. Just a thought.