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February 8, 2022
Question

Setting up a loan to an employee and one for a non-employee in Quickbooks Desktop

  • February 8, 2022
  • 1 reply
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I've been reading many articles about setting up employee advances and loans.  Most of them say something different about how to go about it but none of them I find are that clear about how to start the transactions in the account.  From what I have read it sounds like I need to create an Other Current Asset account.  So I created an Other Current Asset account labelled Loans & Employee Advances.  And then created Sub Accounts labelled Loan - Staff name or Loan - Person's Name.  

I know how to create the payroll deduction so it takes it from the staff's pay and puts it in that Loan acct, but what I'm not clear on is how to start the transactions in the Loan account to show the Loan to the Staff or Person.  Some of the things I've read say when you create the Other Current Asset account that you put a starting balance, but other article say you don't.  

One article said to create a journal entry to establish the opening balance for the loan and then create a credit in Accounts Receivable for that customer.

Some articles say to just do a transaction from the Cash Account to the Loan Account, so I'm a little confused about the correct way to set this up.

I have two Bank accounts, one is the Primary Bank Account for most all business transactions, then a seperate account for Payroll Transactions.  The loan to the staff was e-transferred to them from the payroll account.  The Loan for the non-staff was e-transferred to them out of the Primary Bank Account.

So wouldn't I also have to show which account the money is coming from to go to the Loan Account?

So for the staff loan would I have to show the money going from the Payroll Account to the Accounts Receivable Account, then from the Accounts Receivable Account to the Loan Account?  And how do I go about showing that correctly or showing however you do it correctly?

1 reply

February 10, 2022

Hi harmonyaccts,

 

Welcome to Community!  It's essential that you're able to record a payroll advance to your employee with confidence.  QuickBooks allows you to create an advance with ease.  I'll be happy to provide more information so you're back to business in a timely fashion.

 

QuickBooks Desktop has the item already created.  Here's how to apply it:

 

1. From the Employees menu, select Pay Employees

2. Choose the employee and click Open Paycheck Details 

3. Go to the second column on the left, other payroll item . Click under payroll item and use the drop down arrow to select Advance 

4. Enter the dollar amount from the cash advance in the Rate column

5. Continue creating the paycheck

 

With regards to the loan for non-employees, it's best to reach out to your accountant for the best course of action.  If you don't have an accountant, we can help you locate a ProAdvisor in your local area.

 

Please feel free to reach back out with other questions.  We'd be glad to help!