When I go into to start a new payroll check run, the hours worked from the previous payroll are showing . Since most employees work a dif # of hours each week, it would be much safer to start with blank/zero.

• StormSME (Dec 7, 2006 3:53 pm)

Rdpowell,

What you are experiencing is program design. Unfortunately there is no work around for this and you are not the only one commenting on this. I am urging everyone to Send Feedback Online through the Help menu in QuickBooks.

I apologize for the inconvenience this has caused you.

I keep hitting dead ends trying to resolve why I can't get quickbooks won't print our QB ordered voucher checks with two duplicates correctly....
example.. I select two checks to print and choose 3 copies, QB prints in this order: check 1, then check 2. check 1, then check 2, etc.
I need it to print check 1 three times, check 2 three times, etc.
it is an HP laserjet printer and I've tried HP support and QB support, but no answers.. any ideas? p.s. my pc will print in the correct format in Word.

Virginislands,

The option you are requesting is something that is controlled by the printer driver. QuickBooks is responsible for sending the information that needs to be printed to Windows, Windows then sends it to your printer driver, then it determines how it comes out of your printer. This means there is nothing in QuickBooks we can do to make it print in the order you need. What we need to do is the following:

Go to File and choose Printer Setup
Make sure Check/Paycheck is selected in the Form drop down Next to the printer name that is selected click on Options

This will get us into your HP printer driver settings. What we need to do here is find the option for collating. Whatever it is set to we need to switch it to the opposite setting. Since every driver is different I wont be able to tell you exactly where that setting is on the screen you should be looking at. If changing the collating preference doesn’t work then you can try another driver or maybe a different printer to use a different driver that has a collate feature that works.

I apologize for the run around it seems you have gotten in the past and I hope this response will get you closer to finding a resolution.

Salaried individuals are given PTO but I have not found a way except to put them in on an hourly basis so that PTO can automatically deduct from their PTO available. I now manually deduct from their available PTO when used.

You’ll want to start by checking the setup of your PTO payroll item.

To check this you’ll want go to your Payroll Item List and double click on the PTO payroll item. Now look on the upper left hand corner of the window that pops up. It should read “Edit Payroll Item (Vacation Salary:PTO)”, if it reads “Edit Payroll Item (Salary:PTO)” then there is no link between the PTO payroll item and the PTO accumulation for the employee. The only way to correct this is to setup a whole new payroll item for an annual salary, vacation pay.

How can I put in a job number on an addition to an employee check? How is job costing handled on additions? Examples would be per diem and reimbursements on a particular job.

Unfortunately, you’re not going to be able to get this level of detail on the addition items on a paycheck. You could do an alternate setup using the Bonus or Commission items in QuickBooks, but it’s going to add this money to the taxable wagebase for employees. Typically these items are not taxed and should not be showing up on 941s or W2s.

The tidiest alternative that I can think of for you would be to issue the employee a non-payroll check for these items thru the Write Checks screen. On the expense tab below the check you can link the Per Diem or the Reimbursements to a particular Customer:Job, link the item to a specific account, show the cost as being billable and even put a memo on the line!

I have been providing a vehicle allowance and medical insurance allowance to both myself & business partner. It is under the benefits portion and is shown on the paystub with all taxes taken. I have been writing a separate check for the net amount. Being it is not paid to an entity (i.e insurance company, etc.) it shows as a laibility not paid. How do I over-ride or correct the open liabilty?

You could do a liability adjustment to zero out the amount, but what it sounds like is that you don’t want the item to even show up under payroll liabilities to pay? If that’s the case, then editing the payroll item to track to a different type of account would be the solution.



Go to your Payroll Item List and double click on the items in questions. Click next until you come to screen that asks you which account you want to use to track the item. If you choose a liability account then the item will automatically appear in the payroll liabilities to pay window, but if you choose something else (expense account or asset account) it will add that money back into another account that you can access later. A CPA would be able to best advise you on which account you’ll want to use and what line you’ll want to associate with these accounts.

Thank you very much for the info on how to receive a subtotal of 401K. I have never used the multiple account before. So did not know the individual items would be there.

By the way for your info I do track 401K loans within Quickbooks just like a loan with the limit on it and it also printed out in payroll detail review.

Thanks Again,
Lori

I have paid the monthly 941 taxes via the business American Express card when in a pinch in lieu of depositing at my bank for the Treasury Dept. The apparently only option is to pay by check. Is there a better way to do this than follows:
1.) Print out a check for the liability and shred it.
2.) Make a journal entry adding the money back to the checking account and debiting the AMEX card under expenses.
3.) Under the AMEX bill when it comes in and is input, do I not input this liability payment amount since it is already listed by the journal entry? If I make partial AMEX payments, how do I jointly pay the bill & journal entry?

HELP

There’s definitely a better and less involved way to do this in QuickBooks.

1. Process your payroll liabilities just like you normally would. This means creating a check in QuickBooks, but think of it as a payment place holder rather than an actual check.

2. In the check number field delete out the number and put AMEX there instead.

3. Click on the Expenses below the picture of the check.

4. Select your account for your American Express card.

5. In the amount field you’ll want to enter in the amount of the liabilities that you are paying as a negative amount. Example: if you’re paying $620 for Federal Withholding, you’ll want to put -620.

6. Click Recalculate on the bottom left hand corner. This will zero out the check amount.

7. Save and Close!



Doing this will pay the liabilities, not affect your checking account and show a charge to your American Express account. Now you can make your American Express payments like normal and not have to worry about journal entries.

I am trying to convert to QB 2006 and continue to struggle with trying to get the year-to-date payroll information entered correctly, so the year-end W-2's and W-3 contain the correct totals. Where can I find a clearly documented process that describes the steps I need to follow to do the conversion? I have made several attempts to enter the YTD info, but have been unsuccessful. Thanks for your help.

After much searching for fully written instructions is the following: http://www.quickbooks.com/support/archive/faqs/qbw2000/200145.html

To access just this screen in QuickBooks 2006 you’ll want to do the following:

1. Got to the Help Menu on the top toolbar.

2. Select the last option on the list “About QuickBooks…” A window will pop up telling you about your version of QB.

3. On your keyboard press Alt+Ctrl+Y This will bring you to the Year-to-Date screen.

If you find yourself still needing assistance please submit a request for help at http://www.quickbooks.com/callme and one of our agents will be happy to help walk you thru the process.

I have received a refund check from the IRS for payroll liabilty. I input the negative items under the adjustment portion of the liabilty pulldown menu, as well as deposited the check. The checking account properly reflects the refund, but under the pay liabilty portion, it shows negative amounts due. Did I do double input? Do I delete the liabilty adjustment and keep the deposit portion? Will it properly reflect in year-end statements?

• StormSME (Dec 8, 2006 9:39 am)

In Quickbooks, you can make this adjustment by ( in QB 2006) clicking on employees on the top navigation bar, then choose "Process payroll liabilities" and then "deposit refund of liabilities" On this screen you would choose the Vendor ( IRS for instance for federal liabilities) choose the checking account to deposit to and select the beginning date for the liability period for which you received the refund. ( For instance, If you are a monthly depositor and the refund if for November liabilities, then you would select 11/1/2006 in the upper right area of the refund deposit screen.

On the lower part of the screen you will need to select each payroll item that is being refunded and the amount of the refund that applies to that payroll item. (If it is a refund of medicare company and medicare employee, you would list each separately in the portion of the screen below "Taxes and Liabilities"

Once you have entered the amounts and clicked OK, then a liability adjustment will be placed on your check register and the pay liabilities screen will reflect the adjusted amount.

If you entered a negative liability adjustment, you can delete that adjustment and the deposit and try it the Quickbooks recommended way. If you are showing negative liability amounts due after your adjustment then you may have paid the liabilities in the wrong period. Check your original liability check and note the "Pay liabilities through" date below the check face on your check register. The result you are seeing indicates that the taxing authority thinks you do not owe these refunded liabilities but your Quickbooks reflects that the liabilities were due.

In the Virgin Islands-we pay federal withholding to a local agency. QuickBooks 2007 forces me to use the same agency name for Fica and Federal Withholding! This streamlines the process for US taxpayers but forces the Virgin Islands to jump through hoops to get the checks written! Can you create a patch for Virgin Islanders - there are thousands of QBooks users here.

• StormSME (Dec 8, 2006 10:54 am)

I understand the pain this is causing you. I was able to work around this issue in my system by choosing "Pay unscheduled liabilities" in the payroll center. I then created the check for "Federal Withholding" first as a separate check.

Before printing the check, you can bring it up on your check register and click the drop down arrow at the end of the "Pay to the order of" line and change the payee on the check.

When you save and close, you then have a check payable to the correct payee. (This does not change the payee for the federal items on your payroll item list).

If your local taxing agency is not on the vendor list, you can quick-add it the first time you edit a federal withholding liability check.

Once you create and edit the Federal withholding check, then you can create the other liability checks normally. If this is what you refer to as "Jumping through hoops" then we apologize for the difficulty this has created for you.

I am bringing this issue to the attention of the program developers for their consideration and action.

I have confirmation from my client's CPA that Health Insurance Premiums paid by the corporation for officers should be added to their W2 wages. What is the transaction or menu path to accomplish this? Thanks - Joan

• StormSME (Dec 8, 2006 10:56 am)

1: Typically an employees W2 only reflects Gross wages and any additions, deductions or taxes that affect those wages.

2: If your CPA says that your company paid Health Insurance Premiums should be added to (increase) their W2 wages I have listed an easy fix below:

Go to your list, payroll item list, find the Company Contribution for this Health Insurance Premium and edit it.

Click next until you get to the Tax Tracking type.

If you change this to Compensation the effect is it will increase the employees taxable wages on line 2 of the 941 and box 1 of the employees W2

Thanks for your help is very useful. I tried to change the SDI rate but it show it on gray (can't be changed), is there any other way to adjust it to a lower rate??.

I'm migrating from Peachtree and I still have a lot of blank checks forms, is there any way I can use them on QB? I know the layout is different, can i adjusted??

Thanks again

1: If your SDI rate can be edited you need to go to the Item List, Payroll Items and Find your State Disability item (type should equal State Disability Tax)

If the item rate is grayed out then this rate is build into the Tax Table and is a fixed amount according to your state payroll tax agency.

2: If you feel this is not the correct amount then the only option would be to create the paycheck and edit the $ amount being withheld.

This is an area that you may want to verify with your accountant or state payroll tax agency so you do not end up paying penalties and interest for not paying the correct amount.

Peachtree to QuickBooks conversions: At one time there was a special offer for those converting. You may want to call with the below info to see if it is still valid

Special Offer Code: C36026

Phone Number: 1-800-556-9881

Web Link: www.intuitmarket.com/C6026

For all new Peachtree converters, the standard offer is 20% discount on their entire first order (if it is still valid).

If you want or need to continue to use your Peachtree checks (Voucher-Check-Voucher) then the only option may be to tear off the top Voucher and print with the check on top, then the voucher next, but this will then be missing the bottom voucher – which you could always just print an additional pay stub if needed.

I went thru the tutioral on how to set up an advance. Not much luck there. Is there somewhere I could look?? Can you tell me how?

• StormSME (Dec 8, 2006 4:41 pm)

There are several ways to handle advances in Quickbooks but here is one way that is very simple and easy.
In your chart of accounts, set up an "Other Current Asset" account entitled "Employee advances" or some other name that will make it clear what this account is for. This is the account that you will use to keep track of open advances. You may want to set up one of these accounts for each employee to whom you give advances.
Next, you will need to set up a deduction payroll item. You can call this repayment of advance. As you set this item up, use the custom setup option as follows:
Click on lists at the top navigation bar, select "payroll item list"
Click on the "Payroll Item" button at the bottom left and select "New"
Click on custom payroll item setup at the bottom and click next.
Next, click on the circle that indicates that this is a deduction item. Give this item a name on the next screen.
On the next screen, (agency for employee paid liability) leave the agency name blank and on the bottom window (liability account) click the drop down arrow and select the asset account you previously set up.
On the next screen, set the tax tracking to "None" and click continue until you reach the finish button at the end. Click finish and the payroll item is now saved.

You can now make an advance by writing the employee a non-payroll check ( go to banking > write checks)
On the expense tab at the bottom of the check click the drop down and select the asset account you previously set up. This will track the the amount of the advance in the "employee advances" account.
When you are ready to recover the advance through one or more paychecks you will include the deduction item and the amount to be paid back on the employees check. You will need to activate the deduction item on the employee setup like you would with any other deduction. When you set up the item for the employee you can set a limit equal to the amount of the advance and then Quickbooks will stop deducting when the limit is reached.
Lets take a simple example of how the above will work for you.
1. You write a check to Joe for a $100 advance and you select the asset account rather than an expense account. Joe now has a check for $100 and your asset account shows a balance of $100.00
2. On joe's next check, you include the deduction item on the check in the amount of $25.00 as a repayment. The $25.00 deduction reduces the balance in the asset account to $75.00. This continues until the entire advance has been repaid.
You may want to call in for live support if you have any problems with the above and an agent can walk you through the process in a very short time.