Question

Payroll Summary Reports

Forum|Forum|5 years ago
March 16, 2021
2 replies
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I have a client that has over 50 employees that we recently converted from another program. The client gives me a printed sheet with hours, etc in employee number order. I have entered the employee numbers in the employee set up. How can I get a summary report of the payroll so I can review this (someone else does the data entry) to sort by employee number (it is called account number in the setup). The payroll summary prints in alpha order - not helpful in this case. I would think that since there is an option to enter an employee number there would be a way to get a report with hours, deductions, etc for a payroll run to sort by employee number. It is a waste of time to try to review this when the order does not match. The client will not change the way they send me the time (nor should they have to). Any suggestions would be appreciated.

J

jamespaul

Hello, Lisa Galvin.

I'll give a quick overview on the Payroll Summary report. I'll also suggest a method to help you get the employees' payroll data sorted by their account number.

QuickBooks Desktop will only display the employee's name on the payroll summary report. Instead of using the summary report, i would suggest pulling up the Payroll Item Detail report.

You'll have the ability to add the account (or employee) number on it then sort it by number. Here's how to pull it up:

Go to the Reports menu.
Hover on Employees & Payroll.
Choose Payroll Item Detail.
Click the Customize Report button.
In the Display tab, type in Account in the Columns search field.
Check Name Account #, then click OK.
On the report, select Name Account # on the on the Sort By drop-down menu.

For more details about the summary report, you can check this article: Create a payroll summary report.

If you need help running payroll or managing your employees, feel free to browse our guides. You can find them in our articles list page. Simply search for an article to help you accomplish your tasks.

I'll address any other concerns you might have for QuickBooks Desktop and the payroll module.

L

Lisa galvinAuthor

I have already done this - does not solve the issue, I need to be able to check behind someone's work, check hours entered, withholding, deductions, etc - everything that is on the payroll summary - just need to be able to sort the payroll summary or a check journal showing each employee by employee number. You would think this would be something that a lot of users would want - another simple issue that intuit cannot do.

Rubielyn_J

You're in the right place, @Lisa galvin. Let me help you create the report you need.

We can export both the Payroll Summary and Item Detail report to Excel. From there, you can combine the two reports and sort them based on your business needs.

Let me show you how:

Go to the Reports menu and then select Employees and Payroll.
Choose the Payroll Summary report.
Select the date.
Click the Excel dropdown menu.
Select Create New Worksheet.

Then do the same process in exporting your Payroll Item Detail report.

For more insights, please see this article: Customize reports in QuickBooks Desktop.

Finally, you can memorize reports if you want the same customized report settings available for future use.

Keep me posted if you need a hand in managing your reports. I am here to ensure your success. Stay safe and take care.

K

Kimberri

Were you ever able to get QB to print a payroll summary report and sort by employee number?

I am in the same situation, I have a payroll with 70+ employees that I have to sort by department and employee number. The Payroll Summary by department is not an issue, but sorting by employee number instead of name is a big issue.

I would think a competent computer programmer could easily remedy this issue.

Kim

R

Rea_M

Hello there, @Kimberri.

I'll share details about running and printing the Payroll Summary report by employees' number in QuickBooks Desktop (QBDT) and guide you in sending product recommendations.

For the time being, the Payroll Summary report will only display employees' names. Instead, I'd recommend pulling up and exporting both the Payroll Summary and Payroll Item Detail report to Excel and then merging them to get the data you need (sort by employee number).

On the other hand, I can see how the benefit of being able to run and print the Payroll Summary report by employee number would aid you in managing your transactions with QBDT. With this, I would encourage you to send suggestions or product recommendations. We take them as opportunities to improve the various features of our products.

Your valuable feedback will be forwarded and reviewed by our Product Development team to help improve your experience while using the program. Here's how:

Go to the Help menu.
Choose Send Feedback Online.
Click on Product Suggestion.
Click on the drop-down for Type of Feedback and select Product Suggestion.
Select the Product Area.
Then enter your thoughts and suggestions.
Once done, select Send Feedback.

Also, you may want to check out one of our Help pages as your reference in pulling up payroll reports and managing employees using QBDT: Payroll reports and forms help for QuickBooks Desktop.

Let me know if you have other reporting concerns or questions about managing employees in QBDT. Please don't hesitate to drop a comment below, and I'll gladly help. Take care, and I wish you continued success,

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