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Using QuickBooks to Pay Employees


Now that you have set up your employees and you are ready to pay them, it is time to write the payroll checks. In order to do so you must click "Employees" on the main menu and then click "Pay Employees" from the drop down menu. Then "Enter Payroll Information" and a window will then appear on your screen. There will be some general information to fill out such as the pay period end date and the check date. Also you must choose the bank account from which the checks will be drawn. You have the option to use hand written checks or QuickBooks' checks. It is preferable to use QuickBooks' checks to eliminate any potential transcribing errors.

Next, choose which employees you will be paying. If you are paying all employees this pay period then you can click "Check All" and all will be selected. Depending on your payroll, you may have salaried employees, hourly employees, or both. With hourly employees you will need to indicate how many hours they worked. You will have to record any overtime as well.

With salaried employees, just indicate that they will receive a check in this pay period. In the "Enter Payroll Information" you will also show any holiday, sick or vacation time. These non-worked days can be tracked by each employee. You just need to set up in the employee's information how much time each employee has each year for holiday, sick, and vacation. The program will track how much time each employee has for each of the non-worked categories.

After all of the weekly information has been inputted you will click "Continue" at the bottom of the window. The program will now create preliminary payroll checks. Taxes and any other deductions will be calculated and deducted automatically.  After clicking "Continue" the "Review and Create Paychecks" window will appear. Here you can make any changes you might need. Once you review the payroll and are satisfied with the results you will click "Create Paychecks." The program will create the payroll checks and enter them into the checkbook register that was chosen on the first screen. You are still not done, however.

Now that you have created the payroll, you must print them.  In order to print the payroll checks, go to the main menu and click "File" then "Print Forms" on the drop down menu. Then choose "Paychecks" from the secondary drop down menu. Then print the checks as you would normally do. If you want to allow your employee to receive direct deposit you can set this up in QuickBooks; however, there may be a small fee for this. To activate direct deposit go to an employee information screen and click on the "Payroll Info" and then click on "Direct Deposit." You will need to fill the information required, some of which will come from your company setup. The owner's information must be entered including; name, phone, email, Social Security number, and date of birth. Once the direct deposit feature is activated, you must set up each employee with their banking information by opening the "Employee Information" window and clicking on "Payroll Info" and then "Direct Deposit." 

With just a little work, QuickBooks can become your ever-helpful payroll assistant.


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