ACTIONS- Payroll
2. To add a new payroll item, click the “Payroll Item” button in the lower-left corner of the “Payroll Item List” and then select the “New” command from the pop-up menu that appears
3. In the “Add new payroll item” window, answer the questions posed to you on each screen and then click the “Next” button until you have set up the new item.
4. Click “Finish” when you are done to add the selected item into the “Payroll Item” list.
SETTING EMPLOYEE DEFAULTS:
1. Select “Employees| Employee Center” from the Menu Bar.
2. Click the “Manage Employee Information” button in the toolbar at the top of the “Employee Center”
window and select the “Change New Employee Default Settings” command.
3. In the “Employee Defaults” window that appears, enter any information that you would like to have appear by default whenever you create a new employee record.
4. You can also set default tax information, or default sick and vacation time information, by clicking either the “Taxes…” or “Sick/Vacation…” buttons to set default values for those categories in the separate
“Taxes Defaults” and “Sick and Vacation Defaults” dialog boxes.
5. When you have finished setting all of your employee defaults, click the “OK” button to save them.
Sample-
for evaluation
purposes
only!
ACTIONS- Payroll
ENTERING EMPLOYEE PAYROLL INFO:
1. Within the “Employees” list in the “Employee Center,” open either the “New Employee” or “Edit Employee” window.
2. In either the “New Employee” or “Edit Employee” windows, you can enter or edit payroll information by selecting the “Payroll Info” tab at the left side of either window.
3. On the “Payroll Info” tab, select the payroll schedule for the employee from the “Payroll Schedule” drop-down menu.
4. Enter the type of pay the employee receives by selecting a compensation “Payroll Item” from the “Item Name” column within the “Earnings” section.
5. To the right of that selected item, you can then enter the amount of compensation into the
“Hourly/Annual Rate” column.
6. Enter any additions, deductions or company contributions in the “Additions, Deductions & Company Contributions” section by selecting the name of the desired “Payroll Item” from the “Item Name” column.
7. Then enter the “Amount” for each item entered, as well as the annual “Limit” for each, if needed.
8. If the employee uses time data entered into the “Weekly Timesheet” or the “Time/Enter Single Activity”
windows in order to record their hours worked, then select the “Use time data to create paychecks”
checkbox at the bottom of the tab.
9. If the employee is covered by a qualifying pension plan, check the “Employee is covered by a qualifying pension plan” checkbox.
10. You can then set the employee’s payroll tax data by clicking the “Taxes…” button to open the “Taxes”
dialog box.
11. Here you enter the employee’s payroll tax withholding information into the “Federal,” “State,” and “Other”
tabs. Note that the “Other” tab is used for any special state or local payroll tax information required.
12. Once you have entered their payroll tax information, click the “OK” button within the “Taxes” dialog box to return to the “New Employee” or “Edit Employee” window.
13. You can enter the employee’s sick and vacation time by clicking the “Sick/Vacation…” button within the
“Payroll Info” tab to open the “Sick and Vacation” dialog box.
14. In the “Sick” and “Vacation” sections, you can use the “Accrual Period” drop-down to select how the employee accrues sick and vacation time.
15. You can then enter the number of hours to accrue, the maximum number of hours to accrue, as well as if and when the number of hours are to be reset by entering the desired values into the fields available.
16. When you have finished entering the sick and vacation information for the employee, click the “OK”
button within the “Sick and Vacation” dialog box to return to the “New Employee” or “Edit Employee”
window.
17. When you are finished setting up the employee’s payroll data, click the “OK” button within either the
“New Employee” or “Edit Employee” windows to close the window and save your changes.
for evaluation purposes
only!
ACTIONS- Payroll
CREATING A PAYROLL SCHEDULE:
1. Select “Employees| Add or Edit Payroll Schedules” from the Menu Bar to open the “Payroll Schedule List.”
2. To create a new payroll schedule, click the “Payroll Schedule” button and then choose the “New”
command.
3. In the “New Payroll Schedule” window that appears, enter a name for the payroll schedule into the
“What do you want to name this payroll schedule?” field.
4. Use the next field’s drop-down to select the frequency with which this payroll will recur.
5. Use the “What is the pay period end date?” calendar selector to select the final date in the pay period.
6. Use the “What date should appear on paychecks for this pay period?” calendar selector to select the paycheck date for the payroll.
7. If you chose to create a semimonthly or monthly payroll, you may also need to answer a few more date-related questions in this screen.
8. Once you have entered the payroll schedule information, click the “OK” button.
9. You can then follow the onscreen prompts to assign employees with the same payroll frequency to the selected payroll schedule.
CREATING SCHEDULED PAYROLL PAYCHECKS:
1. Select “Employees| Pay Employees| Scheduled Payroll” from the Menu Bar or click the “Pay Employees” button in the Home page to open the “Employee Center: Payroll Center” window.
2. In “Pay Employees” section, select the name of the payroll schedule to pay from the listing shown.
3. Then click the “Start Scheduled Payroll…” button to open the “Enter Payroll Information” window where you will see the employees assigned to the selected payroll schedule.
4. All employees that you want to pay on this schedule should appear here with a checkmark next to their names.
5. Ensure that the data shown in the “Payroll Information” section is correct.
6. Review the hours worked and amounts shown for each employee.
7. If you need to make changes to a paycheck, click the hyperlinked name of the employee within this list whose paycheck you wish to inspect to open their paycheck within a “Preview Paycheck” window.
8. Edit the information and then click the “Save & Close” button to finish.
9. After reviewing the payroll information for accuracy, click the “Continue” button to continue.
10. Review the summary information in the “Review and Create Paychecks” window.
11. In the “Paycheck Options” section, select the option button for “Print paychecks from QuickBooks” to create the paychecks and print them.
12. If you are recording paychecks that have already been created, you can select the “Assign check numbers to handwritten checks” option button and then enter the first check number into the “First Check Number” field.
13. Click the “Create Paychecks” button to create the selected paychecks for the scheduled payroll.
14. Within the “Confirmation and Next Steps” window that appears, you can click the “Print Paychecks”
button to print the paychecks that you just created if you chose to print paychecks in QuickBooks.
15. You can click the “Print Pay Stubs” button to print paystubs for the checks, if needed.
16. When you are done, click the “Close” button.
Sample-
for evaluation
purposes
only!
ACTIONS- Payroll
CREATING UNSCHEDULED PAYCHECKS:
1. Select “Employees| Pay Employees| Unscheduled Payroll” from the Menu Bar to open the “Enter Payroll Information” window.
2. Enter the “Pay Period Ends” and “Check Date” field values.
3. Select the account from which the funds will be withdrawn from the “Bank Account:” drop-down.
4. Place a checkmark next to the names of the employees to pay.
5. Click the “Continue” button to continue creating the paychecks.
6. In the next screen, select whether the check should be printed, or assigned a check number in the
“Paycheck Options” section.
7. Click on the hyperlinked name of any employee shown within the list to open the “Preview Paycheck”
window where you can review and edit the payroll information, if needed.
8. After entering or editing the paycheck details, click the “Save & Close” button.
9. Once you are ready to create the paychecks, click the “Create Paychecks” button.
10. If you are printing the paychecks within QuickBooks, you can then click either the “Print Paychecks” or
“Print Pay Stubs” button, as needed.
11. Click the “Close” button to finish.
CREATING TERMINATION PAYCHECKS:
1. Select “Employees| Pay Employees| Termination Check” from the Menu Bar to open the “Enter Payroll Information” window.
2. Enter the “Pay Period Ends” and “Check Date” field values.
3. Select the account from which the funds will be withdrawn from the “Bank Account:” drop-down.
4. Place a checkmark next to the names of the employees who need a termination check.
5. To the right of their names, under the “Release Date” column, enter the employee’s release date. This information will be updated within their employee record when you create the paychecks.
6. When you are ready, click the “Continue” button to continue creating the paychecks.
7. In the next screen, select whether the check should be printed, or assigned a check number in the
“Paycheck Options” section.
8. Click on the hyperlinked name of any employee shown within the list to open the “Preview Paycheck”
window where you can review and edit the payroll information, if needed.
9. After entering or editing the paycheck details, click the “Save & Close” button.
10.Once you are ready to create the paychecks, click the “Create Paychecks” button.
11.If you are printing the paychecks within QuickBooks, you can then click either the “Print Paychecks” or
“Print Pay Stubs” button, as needed.
12.Click the “Close” button to finish.
for evaluation
purposes
only!
ACTIONS- Payroll
VOIDING PAYCHECKS:
1. Display the paycheck that you want to void within the “Write Checks” window or by using the appropriate checking account register.
2. With the desired paycheck to void displayed, select “Edit| Void Paycheck” from the Menu Bar.
TRACKING PAYROLL TAX LIABILITIES:
1. You can double-click either the “Payroll Liabilities” or “Payroll Expenses” accounts within the “Chart of Accounts” window to view either the account register or a QuickReport showing the account balances.
2. You can run a “Payroll Liabilities” report by selecting “Reports| Employees & Payroll| Payroll Liability Balances” from the Menu Bar.
PAYING PAYROLL TAX LIABILITIES:
1. To pay scheduled payroll liabilities, select “Employees| Payroll Taxes and Liabilities| Pay Scheduled