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PYBK784
January 28, 2024
Question

Using Manual Payroll to Enter Prior Year Paychecks

  • January 28, 2024
  • 1 reply
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For the last 7 years, we have run our payroll inside our QBDT.  However, in 2023, our circumstances dictated that we have an outside service run the payroll.  Now in 2024, we have now again brought payroll in-house with an Enhanced Payroll subscription.  For continuity purposes, I would like to go back and enter all my 2023 payroll data, including hours worked.  Based on my research, the .IIF file import from our outside company will not give us the detail that we need, so I would like to use the Manual Payroll feature for ONLY inputting 2023 data.

 

Is it possible to "turn off" our existing payroll service temporarily so that I can enable the Manual Payroll function for data entry?  Once I am done with data entry, I would like to re-enter the service key to essentially turn the payroll service back on and resume with the Enhanced Payroll for our next scheduled run.  Can this be done?

1 reply

Nicole_N
Nicole_N
January 28, 2024

Let me share some information about how processing manual payroll works in QuickBooks Desktop (QBDT) Payroll, @PYBK784.

 

You can still use the Manual Payroll feature even with the existing payroll service. To begin, let's set up a manual payroll first. Here's how:
 

  1. Go to the Edit menu, and choose Preferences.
  2. Select Payroll & Employees, then click the Company Preferences tab.
  3. In the QuickBooks Desktop Payroll Features section, choose the Full payroll and the Manual Payroll checkboxes.
  4. In the Get payday peace of mind window, click Next and then Activate in the confirmation screen.
  5. Choose OK to apply the changes.
  6. Lastly, select OK to exit out of the preferences window.

 

Once done, you can already enter your payroll manually by following the steps below:

 

  1. Open the Help menu. Then, select QuickBooks Desktop Help.
  2. From the search field, enter Manual Payroll and hit Enter.
  3. Hit the Calculate payroll taxes manually (without a subscription to QuickBooks Desktop Payroll) link.
  4. From the Set your company file to use the manual payroll calculations setting section, hit the manual payroll calculations link.
  5. Hit the Set my company file to use manual calculations link.

 

For future reference,  you can visit the resources from this guide on how to perform any payroll activities in QuickBooks: Payroll guide.


If you have further questions or clarifications about using manual payroll in QuickBooks, never hesitate to ask below. The Community team is always here to assist. 

P
PYBK784Author
January 29, 2024

@Nicole_N thanks for the response!  Based on these circumstances, knowing that I need to enter a previous year's paychecks data (but only for data purposes because they were already paid out), is this the best method for data entry?

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