How to Run a Scheduled Payroll in QuickBooks

Posted by on Mar 4, 2011 in Payroll Module | 6 comments

Now that you have entered in your time sheets, let’s move ahead to the actual scheduled payroll. It doesn’t matter if it’s a bi-weekly, semi-monthly or monthly type. Just make sure you have set up all your Employees for this particular type.

Once again I am using a sample company which is QuickBooks Pro, 2011. Go to Home and in the Employees section you will find a Pay Employees icon. Up above this section you will see some information in red in four columns with headers stating: Process Payroll by, for Payroll Schedule, and Pay Period, with Cheque Date.

If you do not see the correct Payroll Schedule in that information, then go to the Payroll Setup section and set up the one that pertains to you. I have had to set up one for semi-monthly, which I will highlight and then Start Scheduled Payroll.

Make sure that the line with the red information is highlighted before clicking on Start Scheduled Payroll. If you receive a Special Pay Cheque Situation message, then you will have to deal with this before you can proceed. This message may indicate that you aready have a pay cheque dated during this pay period.

This may have occurred because you performed an UnScheduled Payroll previously and QuickBooks is just warning you about this. This happens sometimes when you pay an Employee who quit or was dismissed during a pay period.

The next screen will be the Enter Payroll Information. Notice in this example the two Employees hourly information that was keyed in during the Enter Timesheet segment, shows up as total hours in the Hourly section. Along with these there are two salaried employees, of which one earns commission.

In this screen if you needed to add any further Earnings or Other Payroll Items, then you would click on the  Open Pay Cheque Detail tab.

DO NOT under any circumstances, change any figures in the Employee Summary section!

In this section what you may have to do, is assign a Customer:Job or Class if  you missed it in the Enter Timesheet task. You can also assign a particular portion of a cost to a Job for a salary employee.

For now I am going to click on Continue which will take you to the Review and Create Pay Cheques screen, where you will click on the tab that says Create Pay Cheques. This will in turn open the Confirmation and Next Steps screen where you will select the following: Print Pay Cheques/Select Pay Cheques to Print/OK/Print.

If for some reason you did not want to print the cheques at this time, you can do so later by going to the Menu Bar/File/Print Forms/Pay Cheques and selecting the cheques you do want to print.

Don’t forget to separate the bottom stub for your records, attach it to the Employees timesheet and file in a folder called Employees Payroll – 20xx.

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6 Responses to “How to Run a Scheduled Payroll in QuickBooks”

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  3. Just was wondering when doing payroll if I didn’t have my employees working for month of two and we do monthly payroll how do we enter in zero for payroll. It wont let me do that.

    Cheers,

    Nathan

    • Nathan, when you start the process just don’t tag on the box beside their name. You could also un-hire them for that period and then go back and rehire. You would though have to print their Record of Employment first before re-hiring. You are suppose to file an ROE if they are not working after a month, even if you know they are returning. Look up the criteria in regards to this with Services Canada. If you are in the US, I am not sure about their requirements.

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