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Intuit

Locations in QuickBooks Online Advanced Payroll

This screen allows you to assign locations to employees which can later be used to report the labour costs of each location.

 

Note: a location doesn't have to be a geographical place, it could be a branch of your business.

 

The settings for Locations can be accessed and updated by going to Payroll Settings, Locations.

 

To add a new location, enter the following information:

 

  • Location Name (required field).
  • If this is a sub location of another location.
  • Whether or not you want the location available to all employees.
  • Whether you would like this location to correlate with a record in another system.
  • Whether or not you want sub locations to report to this location. - when this is enabled, report will not split data into sublocations under this location. All report data will be "rolled up" and included in this location.

 

Once locations have been added they appear slightly differently depending on the settings that you have chosen for them, For example:

 

  • If you have selected that it be available to all employees, an asterisk will display next to it.
  • If you have not selected that it be available to all employees, no asterisk will display next to it.
  • The parent location will show at the top, with the sub-locations indented underneath. Additional sub-locations are further indented.

 

Note: if you delete a location, previous data belonging to that location will still be in the system but you will not be able to report on it, or it will be lumped into an unknown location field.

 

An alternative to deleting a location is to rename your locations to Z_Old {old name}, this way they are still in the system but at the bottom of the list.

 

General Ledger Mapping Codes

 

The General Ledger Export codes are generally used when there are a lot of locations and pay categories and it is used to form 'implicit' account codes.

 

For example, lets say:

 

  • you have a pay category called 'Ordinary Hours' with a GL mapping code of 'ORD'
  • you have a location called 'London' with a GL mapping code of 'LDN' and a location called 'Bristol' with a GL mapping code of 'BRIS'

 

What would happen when producing the journals is that any Ordinary Hours earnings in the London location would be allocated to an account called ORD.LDN . Any Ordinary Hours earnings in the Bristol location would be allocated to an account called ORD.BRIS

 

They are not necessary to fill in, and you can generally just set up your accounts in the chart of accounts settings page. If they are not present, the account settings in the chart of accounts will be used.