Skip to main content
J
jensese293
January 28, 2022
Question

how to make a check be recognized by the payroll system

  • January 28, 2022
  • 1 reply
  • 0 views

In November I was converting a client from desktop to online QB. For one pay period (11/30/21) I had a mishap. I had already loaded the desktop data into online, but hadn't gotten the direct deposit setup yet, so I did that payroll from the desktop version and entered the transaction as a check into the online version. 

 

In the register it looks just like older payroll transactions, but it is not being picked up in the payroll reports, nor was it included in the w2 and other tax filings they need. How can I make QBO recognize these transactions as payroll and include their salary and withholding information?

 

Thanks

1 reply

LieraMarie_A
LieraMarie_A
January 28, 2022

Hi there, @jensese293. I'm here to ensure you can file your W-2 forms and other tax filings.

 

When you move your QuickBooks Desktop (QBDT) file to QuickBooks Online (QBO), some payroll info doesn’t transfer. Paychecks will transfer as regular checks. Once you set up your payroll in QBO, you can create paychecks. Refer to this article to learn more: What to expect when you switch from QBDT to QBO.

 

Additionally, QBO imports the current year's paycheck information as lump sums. If it doesn’t come over, you’ll need to enter past year-to-date (YTD) payroll info for each employee. This is to make sure that everything is accurate for YTD totals on your employees’ pay stubs going forward. Doing this helps you report correct W-2 information at the end of the year. 

 

First, you'll need to gather employee W-4s, pay stubs, or other payroll reports. Refer to this article: Reports needed to use to enter prior payroll.

 

Then, you can enter pay info for employees in QuickBooks Online Payroll.

  1. Select Payroll and then Overview.
  2. You will see tasks you need to complete on your TO DO. When you're done adding your business info, it's time to tell us about your team. Select Let's go to start adding your employees.
  3. Enter your employees' info. After you complete the questions, select Done. Select Add an employee to add the rest of your employees.
  4. Complete the onscreen steps. If your employee doesn't have any wages to enter this year, select Done and add additional employees as needed.
  5. After that, complete the prior payroll by following Step 3 in this article: Set up a prior payroll.

 

You can also create journal entries for paychecks you create outside of QuickBooks. Furthermore, you can check out the following articles that guide you in filing your w-2 forms and other tax payments:

 

You can swing by anytime you need assistance filing your tax forms in QuickBooks. The Community is always here to help.

Terms & ConditionsAccessibility statement