If you’re facing QuickBooks Error PS038 while processing payroll or updating the tax table, understanding the root causes can be crucial for effective troubleshooting. This error often occurs during payroll tasks, tax table updates, or when paychecks remain in the “Online to Send” status. Several factors may trigger payroll errors, such as an outdated QuickBooks version or possible damage within the company file. However, these are only some of the potential reasons, as a variety of other factors could also contribute to the issue.

In this blog post, we will delve into the various causes of QuickBooks payroll error PS038 and provide you with effective methods to resolve these issues.

What is QuickBooks Payroll Error PS038

QuickBooks Error PS038 is a payroll error that may occur while filing payroll forms, updating payroll tax tables, or if paychecks are stuck in the “Online to Send” status.

This error can lead to issues such as:

• Inability to process payroll
• Failure to update tax tables

When QuickBooks Error PS038 appears, you might see messages like:

“You’ve retrieved the latest payroll update and validated your Payroll subscription. We strongly recommend that you go online again before 02/16/2019. [PS038]”

It’s important to resolve PS038 promptly, as it can disrupt payroll functions, preventing you from sending paychecks and downloading payroll updates.

Error Code: Error Ps038

Developer: Intuit Inc.

Software: QuickBooks

Error Description: You’ve retrieved the latest payroll update and validated your Payroll subscription. We strongly recommend that you go online again before mm/dd/yyyy. [PS038].

Cause: QuickBooks software is not updated, Payroll updates not installed

Applies to: Windows XP, Vista, 7, 8,10, 11

Symptoms: It crashes an active window, Lowers the processing speed, and increases the timing of the task completion

Possible Solution: Get Payroll Update, Check Full Details Of QuickBooks Payroll Upgrade

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What Causes QuickBooks Payroll Error PS038?

QuickBooks Error PS038 can arise due to several factors, particularly when updating QuickBooks. Below are some of the primary reasons for this error:

1. Outdated QuickBooks Desktop
2. Running an outdated version of QuickBooks Desktop often leads to payroll issues like Error PS038. Updating QuickBooks Desktop can resolve minor issues, including payroll update errors.
3. Corrupted QuickBooks Data File
4. This error frequently stems from corrupted or damaged payroll data within the QuickBooks company file. Addressing data corruption can help eliminate Error PS038.
5. Invalid Employee Information
6. Errors in employee details, such as incorrect Social Security Numbers or tax withholding information, can trigger Error PS038. Always verify that employee data in QuickBooks payroll is accurate.
7. Inactive Payroll Subscription
8. A valid payroll subscription is required to process payroll in QuickBooks Desktop. Error PS038 may appear if your payroll subscription has expired or is inactive.
9. Issues with Payroll Updates
10. Technical glitches during payroll updates can result in Error PS038. Confirming that the update is progressing properly may help in troubleshooting this error.
11. Firewall or Security Software Interference
12. QuickBooks needs internet access to download payroll updates. Firewalls or security software, like antivirus programs, may block QuickBooks, preventing it from accessing the internet and downloading updates.
13. Internet Connection Issues
14. QuickBooks requires a stable internet connection to download payroll updates. Unstable or slow connections can interrupt the update process, leading to Error PS038.
15. Incorrect PSID or EIN
16. If the Employer Identification Number (EIN) or Payroll Service ID (PSID) entered in the company file is incorrect, payroll updates may fail, resulting in Error PS038.
17. Damaged QuickBooks Installation
18. Corrupt installation files or incomplete installations can cause Error PS038. Identifying and repairing installation issues may resolve this error.

Each of these factors can impact QuickBooks payroll functionality, so addressing them can help prevent and resolve Error PS038.

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Impact of Intuit QuickBooks Error Code PS038 on Business Accounting

Beyond interrupting updates, QuickBooks Error PS038 can have other adverse effects on business accounting:

1. Decreased Windows Performance
2. This error can degrade system performance, slowing down tasks and, in some cases, leading to a full system crash. Processing speeds drop, and task completion times increase, affecting overall productivity.
3. Interrupted Payroll Update Process
4. Error PS038 halts the payroll update process, preventing further progress. This interruption can delay essential payroll tasks and complicate payroll management.
5. Issues Sending Paychecks
6. Inaccuracies in data due to Error PS038 may lead users to review various records to locate the issue, causing delays and disruptions in paycheck processing. This may create additional workload and impact payroll accuracy.

By addressing these effects promptly, businesses can minimize disruptions to accounting and payroll workflows.

This Read: How to Fix "Your Browser is a Bit Unusual" Error in QuickBooks

How to Resolve QuickBooks Error PS038 in QuickBooks Desktop

To fix QuickBooks Error PS038, consider the following steps:

Update QuickBooks Desktop to the Latest Version

1. Start by opening QuickBooks Desktop. Next, go to the Help menu, select Update QuickBooks Desktop, and follow the prompts to complete the update process. This can help resolve issues related to outdated software.
2. Then snap the Update Now tab, select all the recommended updates you need to install, and afterward click on the Get button
3. When the update finishes, you should close the QuickBooks program and reboot your computer.

Send Usage/Payroll Data

1. After updating QuickBooks to the latest version, you can attempt to send your usage or payroll data to see if it resolves the PS038 error.

• Open QuickBooks and go to the Employees menu.
• Click on My Payroll Service.
• Depending on your payroll service, select either Send Usage Data or Send Payroll Data.
• If the payroll sends successfully, try updating the payroll again to see if the issue is resolved.

Locate the Stuck Paychecks

1. A common cause of QuickBooks Error PS038 is paychecks that are stuck in the "Online to Send" status. To identify these paychecks:

• Open QuickBooks and go to the Edit menu.
• Click the Find button.
• Go to the Advanced tab and click on Choose Filter.
• Set the Detail Level to Summary.
• In the Choose Filter section, click Online Status and select Online to Send from the drop-down list.
• Click Find to locate any unsent paychecks.
• After running a Verify Data tool, the stuck paychecks will appear on the screen.

Run the Verify and Rebuild Data Utility

1. Once you’ve found the stuck paychecks, close the Find window and run the Verify Data utility to check for data issues:

• Close the Find window and select Close All from the Window menu.
• From the File menu, go to Utilities and select Verify Data.
• If you receive the message “QuickBooks detected no problems with your data”, your data is fine, and you don’t need to proceed with rebuilding the data.
• If you see an error message, search online for a solution or contact support for help.
• If you see “Your data has lost integrity”, this indicates data damage, and you will need to proceed with rebuilding your data.

Run Rebuild Data

If data corruption is detected, follow these steps to rebuild the data:

• Open QuickBooks Desktop and select File > Utilities > Rebuild Data.
• QuickBooks will prompt you to create a backup of your data. Click OK to create the backup and choose a location to store it.
• After the rebuild is complete, you’ll see a confirmation message. Verify your data again to check for any remaining issues.
• If there’s more damage, manually fix the issues using the solutions in our guide on how to resolve data-related problems.
• Once data issues are resolved, restart QuickBooks and try running payroll or updating again.

Fixing the Stuck Paychecks

1. To resolve PS038, follow these steps for the stuck paychecks:

• Open the oldest stuck paycheck.
• Click on the Paycheck Detail button.
• In the Review Paycheck window, add the same earnings item as the last one listed in the Earnings field (e.g., Hourly Rate if that’s the last item).
• If you see a Net Pay Locked message, select No.
• Confirm that the tax amounts and net pay remain the same and click OK.
• If you see a Past Transaction message, click Yes.
• Save and close the paycheck.
• When the Recording Transaction message appears, click Yes.
• Reopen the paycheck and click on Paycheck Detail.
• Delete the duplicate earnings item you added earlier in the Earnings section.
• Verify that tax amounts and net pay remain unchanged, then click OK.

What to Do When Receiving a PSXXX Error While Downloading Payroll Updates

Occasionally, you might encounter a PSXXX error when trying to download payroll updates. Common errors can occur during tax table updates, and we’ll cover how to address these issues in a separate guide.

PS033 PS101 PS036 PS107

Resolving the PSXXX Error During Payroll Tax Table Updates

The PSXXX error that appears during payroll tax table updates in QuickBooks can stem from several factors, including:

• A damaged file in the CPS folder
• Firewall blocking payroll updates
• Internet connectivity issues

To resolve this, ensure that you have a stable internet connection and verify that QuickBooks is not being restricted by your firewall. If you suspect that the firewall is causing the issue, adjust your firewall settings on Windows or macOS to allow QuickBooks to access the network.

Tips to Prevent Payroll Issues, Including Error PS038, in the Future

Regular updates to QuickBooks are essential for maintaining an optimized accounting and payroll experience. These updates include new features, product enhancements, bug fixes, and software improvements. To ensure you benefit from these updates, make sure automatic updates are enabled for QuickBooks, and periodically download the latest payroll tax table updates.

By consistently updating QuickBooks and the payroll tax tables, you reduce the risk of encountering errors such as PS038. Additionally, updating your Windows operating system can help further enhance QuickBooks performance and stability.

Safeguard Your Data from Corruption

Protecting your computer from malware, viruses, and other harmful software is essential for preserving the integrity of your QuickBooks data and files. Regularly running security scans can help prevent data corruption and safeguard your business information.

Regularly Check Your Company File

Maintaining the integrity of your QuickBooks company file requires regular checks and maintenance. Over time, your company file can accumulate data, which may lead to file damage if not properly managed. To keep your file in good condition, it’s advisable to verify and rebuild your data every two to three weeks to resolve any issues before they worsen. Additionally, as your file grows in size, consider condensing it every six months to optimize performance.

Properly Close QuickBooks to Avoid Errors

To minimize the risk of data damage and payroll errors like PS038, it's important to close QuickBooks Desktop properly. Avoid closing the QuickBooks window by clicking the X (Close) button. Instead, follow these steps:

1. Click the File menu and select Close Company.
2. Click the File menu again and select Exit.

By following these steps, you ensure that QuickBooks shuts down properly, reducing the likelihood of errors.

Additional Troubleshooting Steps for QuickBooks PS038 Error

Sometimes, Windows Firewall may mistakenly identify QuickBooks as a potential threat and block its network access. To resolve this issue, you need to create an exception for QuickBooks in the firewall settings. Here’s how:

1. Press the Windows key to open the Start menu.
2. In the search field, type “Windows Firewall” and press Enter.
3. In the Windows Firewall window, select Advanced Settings.
4. Choose Inbound Rules, then click New Rule.
5. Select the Port option and click Next.
6. Ensure TCP is selected, then enter the required port numbers for your QuickBooks version:

• QuickBooks 2020: 8019
• QuickBooks 2021: 8019
• QuickBooks 2022: 8019, 56728-56732
• QuickBooks 2023 and later: 8019, XXXXX

1. Click Next and follow the on-screen instructions to complete the rule creation.
2. Restart QuickBooks to apply the changes.

Repeat these steps for Outbound Rules, and create a Windows Firewall exception for each QuickBooks program and executable file by following the same process.

Conclusion

In this comprehensive guide, we’ve covered multiple steps to address the QuickBooks Error PS038 and resolve issues with stalled paychecks. By understanding the potential causes and following the solutions outlined, you can tackle the problem effectively. If you continue to face difficulties despite following these steps, our team of experts is available to assist you further. We are dedicated to ensuring that your QuickBooks experience is as smooth and efficient as possible.

Frequently Asked Questions (FAQs) About QuickBooks Error PS038

1. What is QuickBooks Error PS038?

Answer: QuickBooks Error PS038 typically occurs when there is an issue with sending payroll data or usage data to QuickBooks. This error can be caused by stuck paychecks, network connectivity problems, or data corruption in your QuickBooks company file.

2. What causes QuickBooks Error PS038?

Answer: The main causes of PS038 include:

• Stuck paychecks in the system.
• Damaged QuickBooks company file.
• Blocked network access by a firewall or security software.
• Outdated QuickBooks version or payroll tax table.
• Internet connectivity issues.

3. How do I fix QuickBooks Error PS038?

Answer: To fix QuickBooks Error PS038, you can try the following steps:

1. Update QuickBooks Desktop to the latest version.
2. Send usage or payroll data after the update.
3. Find and resolve stuck paychecks using the Find tool in QuickBooks.
4. Run the Verify and Rebuild Data utilities to repair damaged data.
5. Fix the stuck paychecks manually by editing and saving them.
6. Ensure your firewall or security software is not blocking QuickBooks.

4. Why is my paycheck stuck in QuickBooks?

Answer: A paycheck can become stuck in QuickBooks if it was not successfully processed or transmitted during the payroll update. This often happens due to network issues, data corruption, or incorrect payroll settings. You can find and resolve stuck paychecks by using the Find tool in QuickBooks and following the outlined troubleshooting steps.

5. How do I update QuickBooks Desktop to the latest version?

Answer: To update QuickBooks Desktop:

1. Open QuickBooks.
2. Click on the Help menu and select Update QuickBooks.
3. Follow the on-screen instructions to download and install the latest version.

6. What should I do if my QuickBooks company file is damaged?

Answer: If your company file is damaged, you can use the Verify and Rebuild Data utilities in QuickBooks to repair it. If the issue persists, you may need to manually fix the data corruption or contact QuickBooks support for assistance.

7. How can I prevent QuickBooks Error PS038 in the future?

Answer: To prevent future occurrences of Error PS038:

• Regularly update QuickBooks and the payroll tax table.
• Verify and rebuild your company file every few weeks.
• Ensure stable internet connectivity during payroll updates.
• Maintain a secure firewall setting to allow QuickBooks to connect to the network.
• Properly close QuickBooks Desktop to avoid data corruption.

8. Can I resolve QuickBooks Error PS038 by changing firewall settings?

Answer: Yes, if your firewall is blocking QuickBooks, you can resolve Error PS038 by adjusting the firewall settings. You need to allow QuickBooks through your firewall to ensure it can access the internet and send payroll data. Follow the steps to create inbound and outbound firewall rules for QuickBooks.

9. What if I keep encountering QuickBooks Error PS038 even after following the troubleshooting steps?

Answer: If you still encounter QuickBooks Error PS038 after following all the troubleshooting steps, it's recommended to contact QuickBooks support for advanced assistance. They can help you identify and resolve the underlying issue more effectively.

10. Do I need to back up my data before running Verify and Rebuild Data utilities?

Answer: Yes, it’s always a good practice to back up your QuickBooks company file before running the Verify and Rebuild Data utilities. This ensures that you have a safe copy of your data in case any issues arise during the repair process.