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campbellironworks
April 15, 2023
Question

When importing payroll from desktop to online did paycheck data come over?

  • April 15, 2023
  • 1 reply
  • 0 views
QB is forcing us to move to online from desktop and their support did not follow through in assisting with our data migration. Has anyone been successful in migrating paychecks and supporting data from desktop to online? None of our employee paychecks appear in the online system.

1 reply

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ChristieAnn 11
April 15, 2023

Hi there, campbellironworks.

 

Thank you for visiting the QuickBooks Community.

 

Please knows that when migrating from QuickBooks Desktop (QBDT) to QuickBooks Online (QBO), some of the payroll info doesn't transfer properly. Such as Paychecks are moved as regular checks to keep your financial reports accurate. You'll need to enter past year-to-date payroll info for each employee. This will make sure that everything is accurate for year-to-date (YTD) totals on your employees’ pay stubs. 

 

Here's how: 

 

  1. Select Payroll and click 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. Choose Let's go to start adding your employees. Include all employees who no longer work for you. Make sure to set up each pay item, deduction, contribution, and tax showing on their pay stubs or reports.
  3. Enter your employee's info. Complete the onscreen steps 1-8.
  4. Once done, enter how much you paid the employee this year. Under Step 9, How much did you pay [employee] this year?, select +Enter [year] prior pay details. 
  5. Answer 1-2 questions to select the time period the employee got paid.
  6. Enter how much you’ve paid your employee so far this year in the Year-to-date totals as of today column.
  7. Be sure to include all types of compensation, deductions, taxes, and company contributions.
  8. If you're in quarters 2 - 4, enter the amounts you paid the employee for previous quarters in the Year-to-date totals as of [date] column.
  9. Repeat the steps for all employees you paid this year.

 

After that, you also have to enter your company wages and taxes for each payday in the current quarter. This ensures you’re not missing any historical paychecks: You can refer to the following article and proceed to step 4:  Set Up a Prior Payroll. 

 

Furthermore, you need to record tax payments made in order to complete the payroll setup in QBO.

 

Lastly, you can open this article to see several payroll reports that you can use to view useful info about your business and employees: Run payroll reports.

 

Please keep me posted here on your progress with this, I want to make sure you're taken care of. Wishing you all the best, campbellironworks.

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campbellironworksAuthor
April 20, 2023

Thank you for your prompt reply - this information is very helpful! I have been able to enter year to date values  for my employees but ran into an issue. In QB desktop we had an employee who needed to pay us back for charging personal expenses to some of our vendors. We used expense reimbursement and negative values to reduce their paycheck each week. When migrating to online the amounts came over as a positive and the system will not allow us to change those to a negative value so the year to date values are off. How can we fix this to ensure that the employee's year to date is correct? For example, the employee had a negative $900 value in QB desktop and that value came over as a positive in the expense reimbursement pay type. Can you help us get this fixed correctly? 

A
AbegailS_
April 20, 2023

Hi there, Campbell. I have an alternative way to fix the value of the employee's paycheck and make sure that their YTD is correct. 

 

Since QuickBooks does not allow adding negative hours into the employee's paycheck. The system uses these hours to calculate the employee's compensation for the payroll run.

 

Instead, you only need to input the actual hours worked by the employee to get the correct YTD amount. Otherwise, if you need to deduct an amount from their pay, set up a deduction item for it.

 

Here's how:

 

  1. Go to the Workers or Payroll menu, then select Employees.
  2. Click the employee's name.
  3. Tap the pencil icon in the Pay section. Scroll down on the deductions section, then select +Add deductions.
  4. Choose Deduction/contribution.
  5. Enter the details of the deduction then click OK.

 

To learn more about this, see the following links about the supported pay types in QBO: Add or change pay types.

 

Here are some articles that you can refer to dealing with payroll issues in QuickBooks Online:

 

Keep in touch if you need more help with this, I want to make sure you're taken care of. Thanks for reaching out, wishing you all the best.

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