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Using QuickBooks Payroll
Learning Objectives
Activation and Set-up
Select a Payroll Service
Enter Payroll Codes
Enter Year-to-Date Information
Define Company Rules/Preferences
Routine Payroll Functions
Enter Timesheet Data
Review and Create Paychecks
Create Payroll Tax Payments
Print and File Tax Forms
Payroll Reports
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Activation and Set-up
First, activating payroll in
QuickBooks is easy !!
Secondly, QuickBooks will guide you
thru a one-time, easy-to-follow
interview, that allows you to set-
up and customize payroll codes for
your company and enter employee
year-to-date history.
The Benefit:
Once all four steps are completed,
you will be able to generate
payroll transactions and maintain
payroll deadlines effortlessly.
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Step 1 – Choose A Payroll Service:
Basic Enhanced Assisted Online
$ 99.00/Yr $ 249.00/Yr $ 720.00/Yr $ 239.00/Yr
(Up to 3 Employees) (Up to 3 Employees) (Up to 15 Employees)
$ 199.00/Yr (Unlimited Emp) $ 349.00/Yr (Unlimited Emp) $ 2.00/Mo (Ea. Add’l Emp)
$ 299.00/Yr (Accountants)
I will create: I will create: I will create: I will create:
Paychecks Paychecks Paychecks Paychecks
Tax Deposits Tax Deposits Tax Deposits
Fed & State Tax Forms Fed & State Tax Forms
My Accountant Creates: Intuit Will Submit:
Fed & State Tax Forms Tax Deposits
Fed & State Tax Forms
Notations: Notations: Notations: Notations:
* Direct Deposit Available * Direct Deposit Available * Direct Deposit Available * Direct Deposit Available
* E-File & E-Pay Available * E-File & E-Pay Included
* Tax Forms Included * Tax Forms Included
Works with: Works with: Works with: Works with:
QuickBooks Simple Start, Pro, QuickBooks Simple Start, QuickBooks Simple Start, QuickBooks Online Edition
Premier and Enterprise Pro, Premier and Enterprise Pro, Premier & Enterprise
(versions 2006 or newer) (versions 2006 or newer) (versions 2006 or newer)
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Step 2 – Activate Payroll Within QuickBooks
From within QuickBooks:
a) Go to “Employees”
b) Select “Payroll” then
c) Select “Order Payroll Service”
Definition: An “employee” is someone for which you pay and withhold payroll taxes. If no
taxes are being withheld from the payment being issued, then you should refer to
QuickBooks “vendor” set-up, in order to track or generate 1099 details.
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Once you chosen a desired
level of service, you will be
taken to an online order form
to purchase and activate
your payroll features
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After payroll activation is complete, you
will notice several additional payroll
functions that have been added to your
Employees menu in QuickBooks
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You will also notice several new
payroll icons added to the
Employees section of the Home
navigation Screen:
(We’ll come back to these later,
when we are ready to create
paychecks)
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Enter Payroll Codes and Year-to-Date Information:
Choose Payroll Setup to begin entering
your own payroll codes and employee
year-to-date information
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(2) Most screens also offer “help”
(1) To establish company policies and
links (in blue) that provide additional
year-to-date information, you will be
information or details, in order to
guided thru a series of set-up screens.
assist you with your payroll
Simply follow the step-by-step process.
requirements.
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While some individuals prefer to set-up hourly codes by workman’s
comp classification, others choose to create hourly codes by department
name or functional task. (i.e. Admin, Supervisor, etc)
Be sure to customize payroll items based on your own reporting
preferences or needs. Keep in mind, that each payroll code can be set to
post to it’s own unique general ledger account.
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As you make progress, your task list will
continue to advance. You may also click-
on any previous step (if you wish to go
backwards).
You’ll find that it is easy to Add New
items, Edit or Delete payroll codes
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Once you are satisfied with the set-up of your payroll wages and
deduction codes, you may begin entering specific employee information
such as: hire dates, individual pay rates, personal deductions, company
benefits, sick/vacation policy information and other relative employee
information.
13
As you continue through the set-up screens, there may be questions
that you are not sure how to answer.
(1) You can either click on Finish Later and come back when you
have more information (or) you can continue without the information
and fill-in the missing information later.
(2) You may want to consider asking your accountant/advisor to
assist you, while you make progress thru some of these questions.
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Eventually, you will reach a screen that asks you to Edit year-to-date
historical payroll information about your employees and tax payments.
Notice that your progress will be displayed to the left of the Edit button.
15
For each Employee, you can enter:
a. Each paycheck received-to-date (or)
b. A Summary-by-month (or)
c. A Summary-by-quarter
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Enter Your year-to-date tax payment information
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Once you are finished with the QuickBooks
Payroll Setup click-on Finish
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Once set-up is complete, you can review or
modify your new payroll codes by selecting
Lists then Payroll Item List. Select the
Payroll Item button to Edit a description,
modify the general ledger account, etc.
19
Define Company Rules/Preferences:
(This is also a one-time exercise, where you educate QuickBooks about your
preferences for employee defaults, that will be used for all new hires
From within QuickBooks, select Edit then Preferences
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Let’s begin by focusing on the “Employee
Defaults” Settings
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How often do you anticipate preparing paychecks?
Choose from:
Daily, Weekly, BiWeekly, SemiMonthly, Monthly, Quarterly, Annually (or create your own)
Keep in mind:
These preferences are designed to assist you with keeping on task with “new hire”
procedures, although QuickBooks will also allow you to generate “unscheduled payroll” (or
paycheck) transactions, when the need arises.
22
Set-up your standard (Fed/City/State/Local) Tax Deductions:
Be sure to set-up “company-paid state/local taxes” that are applicable to the majority of
your “new hires”. You will also have the ability to over-ride these settings on a “per
employee” basis, when setting-up an employee.
23
Define your company’s Sick/Vacation Policy:
Keep in mind:
Use default settings that can be applied to all “new hires”, such as: Maximum number of
hours/days earned per year and other similar sick/vacation rules.
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Do you have a common (or standard) rate of pay for “new hires”?
Choose from: Hourly, Salary, Commission or Bonus (or create your own)
Keep in mind:
This preference is designed to assist you with “new hire” set-up, so enter the most
common payroll code and standard rate for new hires (if applicable). QuickBooks will
also allow you to over-ride these defaults, when the need arises.
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Do you offer Company (or) Employee Fringe Benefits?
Choose from:
Retirement Plans, Medical and Insurance Plans, and other Taxable OR Non-Taxable Adjustments (not
gross earnings) such as: Auto. Mileage, Small Tools, Child Support, etc.
Reminder:
This preference is designed to assist you with keeping “on task” with standard office procedures, although
QuickBooks will also allow you to generate “unscheduled payroll” (or paycheck) transactions, when the
need arises.
26
The Workers Compensation option comes with
QuickBooks “Pro”, “Premier” (or) “Enterprise” Editions.
(Enhanced or Assisted payroll service ONLY)
This feature allows you to generate reports for workers
compensation insurance audits and premium calculations,
which are very beneficial to specific industries, such as
construction.
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To SAVE Company Preference – Click “OK”
28
Congratulations !!
You have completed your one-time payroll
activation and customized set-up. You are
almost ready to begin creating and printing
employee paychecks.
29
Routine Payroll Functions:
In QuickBooks,
payroll can be
prepared and
managed easily by
just following four
simple steps:
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Before we begin creating paychecks:
Let’s take a few minutes to review your payroll options
by clicking-thru the Employee Navigation icons.
** Notice that clicking-on
Employees will take you to
the employee list
31
From the Employee List, you can quickly access or review existing information:
Click-on New Employee to set-up an employee
Click-on any Employee Name to review their individual transactions
Click-on Edit Employee to change their contact or compensation info.
Click-on the Report links, to access employee earnings or reports
Double-click on any transaction, to edit or review the transaction
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Use the Edit Employee button to verify Employee Set-up:
(1) Toggle the Change Tabs: view to display Payroll and Compensation Info
(2) Verify/Modify Applicable Payroll Codes in the Item Name and Hourly Rate Fields
(3) Be sure to set the Employee on a Payroll Schedule
(4) Turn-on the Use time data to create paychecks (if the employee’s paycheck
should be calculated and determined by timesheet information)
(5) Modify other relative information (Additions/Deductions/Taxes/etc)
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Repeat these steps for each NEW employee that you wish to pay
(or) to modify existing employee’s pay, tax or other changes
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Step 1(a) – Entering Timesheet Data (Optional):
* Enter the Employees Name
* Fill-in Relative Timesheet information
* Service Item is a service code for billing purposes
* Payroll Item is the pay code for paycheck purposes
* Billable time is turned on/off for billing purposes
Click Save & New to enter a new employee
(or) Save & Close when done
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Step 1(b) – Creating Paychecks:
Create Paychecks by selecting Start Scheduled Payroll
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The Pay Period Ends Date is the week for
which you want to pay (typically employers
pay a week behind). The Check Date is the
date of the check.
Place a check-mark on the employees
you wish to pay. Notice that not all
employees have timesheet data, but
we can still mark them “to be paid”.
37
You can click-on the Employee Name to review (or)
adjust their Gross-to-Net Pay Calculations
38
(1) Edit/Review Payroll Calculations
(2) Add Hours without Timesheet or Customer:Job data (if preferred)
39
Earnings
Notice that each paycheck
is divided into four
sections
Other Payroll Items
Employee Deductions Summary
Company Expenses
40
After Paychecks have been
successfully created, you
will be taken to the “Print
Paychecks” screen
41
Create Payroll Tax Payment
1. Select the tax you want to pay
2. Click on “View/Pay” to create
42
(1) Review Accuracy of Tax Payment.
(2) If you are using EFT (payment by phone or internet) rather than printing checks, turn-off
the To Be Printed box and enter the text EFT in the Check Number field
(3) (or) Select E-payment (if you have signed-up for Intuit’s E-File Services)
43
Step 4 – Printing/Filing Tax Forms:
When you choose to Process Payroll Forms the
following options will appear:
44
If you choose the Federal Forms option, you will
be given a list of IRS Federal Forms to choose
from.
Then, select the appropriate filing period
45
QuickBooks will generate and print the forms for
you, including filling-in the blanks, based
on the paychecks and tax payments that you
previously recorded.
You may also over-ride the information, if it is not
correct. (although you should try to determine
why it is not correct)
46
Notice the multiple Save options:
47
If you choose the State Form option (from the Process Payroll
Forms screen) you will be given a list of State Forms to choose
from.
Then, select the appropriate filing period and QuickBooks will
generate and print the forms for you (including filling-in the blanks)
Based on your paychecks and tax payments previously recorded.
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Notice the multiple Save options:
49
Payroll Reports
Are accessible thru three different methods:
(1) Thru the drop-down Menu’s:
The most commonly requested
report is the Payroll Summary Report,
which displays earnings and taxes
detailed by employee
50
Take a look at the Payroll Summary Report.
You can customize the report, by clicking on the
Modify Report button, or just change the date
range to review one pay-period.
51
(2) Transfer Reports into Excel
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(3) The Report Center
(1) If you hover over the
miniature boxes, to see a
sample of the report (or)
(2) Click on the report link to
generate the report (or)
(3) Read what the report offers
53
You can also generate additional
time-based reports, by clicking-on
the Jobs, Time & Mileage section
of the Report Center
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In Conclusion:
Having attended this course, you should now be able to:
• Select a Payroll Service
• Enter Customized Payroll Codes
• Enter Year-to-Date Information
• Define Company Rules/Preferences
• Enter Timesheets and Create Paychecks
• Print and File Tax Forms
• Generate Summary and Detailed Payroll Reports
A complete list of federal and tax reminders, that integrate with QuickBooks, can be purchased
from: http://www.accountingdirectors.com/Product/TaxGuardian.html
55
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