Join Bonnie Biafore for an in-depth discussion in this video Running payroll, part of QuickBooks Payroll Essential Training.
- Payroll schedules make it easy to run payroll for all employees who are paid on the same frequency. You can also run an unscheduled payroll for special payments, like bonuses. In this sample file, the first thing we have to do is get all the employees on the same schedule. To do that, head up to the menu bar and click Employees and then choose Employee Center. On the left, on the Employees tab, you can see the employees in the sample file. Right click Dan Miller's name and then choose Edit Employee.
Click the Payroll Info tab and then, in the Payroll Schedule drop down list, click the down arrow and choose Biweekly 2020, which we created in another movie. Then at the bottom right click ok. Do the same thing for Elizabeth Mason. Right click her name. Choose Employee. Click the Payroll Info tab and the Payroll Schedule drop down list. Choose Biweekly 2020. Click ok. Right click Greg's name. Choose Edit Employee.
Click Payroll Info and in the Scheduled Payroll drop down list choose Biweekly 2020 and click ok. It turns out Jane Salvas was added to the 2020 payroll schedule in another movie. Well, now we want to go to the Payroll Center to actually run payroll. You have a couple of choices. You can go up to the menu bar and choose Employees and then click Payroll Center, but because we're in the Employee Center, it's much easier to just click the Payroll tab here on the left.
That takes you to the Payroll Center. In the Create Paychecks table, you can see the two payroll schedules that we have. We have the original Biweekly schedule, which is overdue by many years, and then there's the Biweekly 2020 schedule, which we created in another movie. We're gonna use the 2020 schedule to pay employees. To do that, down at the bottom right of that table, click start scheduled payroll.
That opens up the Enter Payroll Information window. Because we're using a schedule, the pay period end date is already set to January 10th, 2020 and the check date is January 15th, 2020. The bank account is selected and all the employees who are on that schedule have check marks in the check mark column. So they're selected to be paid. The table at the bottom has white cells to show you where you can put in values.
For example, Elizabeth and Greg already have their 80 hours in those cells. But Dan Miller and Jane Salvas are paid on salaries. So to put in Dan's hours, click the Salary cell for his row and then type in 80. Click the Salary cell for Jane and type in 80 for her too. Now that the total hours are in for all the employees, you can look at the paycheck detail. To do that, click Open Paycheck Detail above the table.
The preview paycheck dialogue box opens and it shows all the information for every paycheck. This first one is for Dan Miller. In the earnings table you can see his salary, the rate, the number of hours that he's worked. The other payroll items table has health insurance. Over here on the right, in the Employee Summary table, you can see all of the items on the paycheck, his salary amount, and the deductions, like the health insurance, but also Federal withholding, Social Security, Medicare, and the California taxes.
At the bottom, it shows the check amount. And then finally, over here at the bottom left, the Company Summary table shows the amount that your company pays. Things like the company portion for Social Security and Medicare. When all the numbers look right, click Save & Next to look at the next paycheck. And you can do the same thing for the next employees. Click Save & Next and when we get to the end, to Jane Salvas' paycheck, click Save & Close.
We jump back to the Enter Payroll Information window and now we've got this Continue button. Click that and you can review the paychecks you're about to create. You can see in the table, all of the values are there. You can just see them all in one place instead of one at a time. If they look good, at the bottom right, click Create Paychecks. (beeping) You might hear some beeps which is QuickBooks creating those paychecks.
In the Confirmation and Next Steps dialogue box, you'll see a message that you created four paychecks. If you use direct deposit, you don't have to print paychecks because the money goes directly into the employee's account. In that case, you would click Print Pay Stubs so that you have the pay stubs to hand to the employees. For this sample file, we're not using direct deposit, so we're gonna print the paychecks and to do that, you click Print Paychecks.
The Select Paychecks to Print dialogue box opens and you can see the bank account is selected. We've got our first check number. You want to make sure that the check number of the checks in the printer do match this number. And all the employees are selected. Click ok. That opens up the Print Checks dialogue box. You can select the printer. Select any options that you want and then click Print.
Finally, you'll see a Print Checks Confirmation dialogue box. If all the checks printed correctly, you just go ahead and click ok. Then click Close in the Confirmation and Next Steps dialogue box. Now let's created an unscheduled payroll for things that fall outside the regular schedule. Let's say some bonuses. To do that, in the Payroll Center, underneath the Create Paychecks table, click Start Unscheduled Payroll.
The Enter Payroll Information window opens just like it would for a regular paycheck, but here we have to set the pay period end date and the check date. For the pay period end date, I'm going to use January 17th, 2020 and we'll make the check date a few days later, January 20th, 2020. Elizabeth and Greg are both getting bonuses. So in the check mark column, I click each of the cells in their rows to turn on their check marks.
Now we want to look at the paycheck detail. Click Open Paycheck Detail. The Preview Paycheck dialogue box opens to Elizabeth's paycheck. Now the first thing we need to do is we need to take out the hours for regular pay because it's not a regular paycheck. It's going to be a bonus. Select the hours and then press the delete button. At the same time, in the first blank Item Names cell, click that cell, click the down arrow, and choose Bonus.
In the Rate cell, type her bonus, which is, let's say $500 and then click away from that cell. You get a message about the withholding amount. In this case, just click ok. The other thing you have to take off of this paycheck is health insurance. So down in the Other Payroll Items table, select the Rate cell for health insurance and press the delete key. Over in the Employee Summary table, you can see the bonus amount $500 as well as all of the deductions, for things like Federal withholding, Social Security and Medicare.
And on the left hand side in the Company Summary table, you see the amounts that the company pays. Click Save & Next and now we see Greg's paycheck. Well we have to do the same thing. We have to take the hours out. The hours are selected. Press the delete key. In the first blank Item Names cell, click that cell. Click the down arrow. Choose bonus. And in the Rate cell, type $400. When you click away from the cell, you see this message box, click ok.
Remember to remove the health insurance. In the Other Payroll Items table, select that rate, press the delete key and click away from that cell. And you can see that all the numbers show up in the Employee Summary table. Click Save & Close. At this point, all the steps are the same. You can click Continue. Review your paychecks. When the numbers look right, at the bottom right, click Create Paychecks. Then when you want to print them, click Print Paychecks.
In the Select Paychecks to Print dialogue box, click ok and in the Print Paychecks dialogue box, click Print. Finally, click ok for the confirmation. And now you're unscheduled paychecks have been printed. Go ahead and click Close in the Confirmation and Next Steps dialogue box. And that's how you run payroll. whether it's on a regular schedule or a special paycheck.
- Signing up for Intuit Payroll
- Working with the Setup Wizard
- Entering compensation and benefits items
- Setting up employees
- Defining payroll taxes
- Recording historical payroll data
- Running payroll
- Managing payroll liabilities
Skill Level Intermediate
Q: This course was updated on 12/08/2017. What changed?
A: The following topic was updated: signing up for QuickBooks Payroll.