How to link past written paycheques to an employee

Hello, 

It's awesome to hear that you've made the switch from Desktop to Online. The Online version of QuickBooks makes it so simple to conduct business on-the-go, and gives you tons of flexibility. If you have prior payroll history and you're just starting to run payroll in QBO, I'd be happy to explain how to account for old paycheques. 

If you're using QuickBooks Online Standard or Advanced payroll, the previously issued paycheques won't need to be entered into the system. Instead, during the setup process, you'll enter the employee's year-to-date history based on their last paycheque from your previous payroll system. 

By entering the YTD totals, QBO will take over from where you left off with your employee's pay. 

If you're using Standard Payroll, I'd encourage you to review this helpful setup article: Process or run payroll.

If you're using Advanced Payroll, check out this article: How to enter year-to-date information for your employees or contractors.

I hope this helps get you back to work. If you have any other questions, or if you'd like an agent to help you through the payroll setup process, please reach out to our tech support team. 

Have a great day.

Thanks for the response!

So I did set-up each employee with the YTD info that included all paycheques written but not necessarily deposited, and am able to start running payroll from this point on. The problem is how to identify those past paycheques that have since been deposited, because since the employee has been accounted for being paid up to today, I don't see how to make QBO online acknowledge that this new amount leaving my checking account is a paycheque that was written pre-switch but was deposited post-switch.

Edit: It seems this is only an issue with one employee and that employee was previously terminated and had recently been hired back. This employee is still showing as terminated in QBO. This is off-topic now, but how do I change this?

Thanks for getting back to me with more information. At this point, I think your best plan moving forward will be to discuss this with our tech support team directly. Depending on which version of payroll you're using as well as how your Year-to-Date totals have been entered, the agent will be able to take it from here and get this sorted out for you.