We don't use paper cheques for employees. When we run payroll we only need to print paystubs as we do an EFT for each employee on our bank to pay them. Is there a way to get rid of the "to print" status on paycheques without manually entering EFT in the cheque number field after we run our payroll?
It's awesome that you're using the Payroll add-on for QuickBooks Desktop. It's a versatile option that allows you to track your payroll information right in your books without needing a separate platform. I can appreciate not needing to print pay cheques when you're using EFT and I want to make sure you can use the Payroll system with as few clicks as possible.
When you run payroll, you should see two options on the Review & Create Pay Cheques screen under heading Pay Cheque Options:
Print pay cheques from QuickBooks Desktop
Assign cheque numbers to hand written cheques
When you select Print pay cheques from QuickBooks Desktop, the program will prompt you with To Print from the Recent Payrolls list in the Payroll window. When you select Assign cheque numbers to hand written cheques, however, the program won't give you that same prompt in the list. In the cheque field, you can even put EFT, which will save on the cheque transaction created in QuickBooks Desktop. Once you save, the status will read Complete. In light of these details, the the Assign cheque numbers to hand written cheques option may work best for you.
Once you've done that, then you can go to print the paystubs as usual. It sounds like you're familiar with the process, but I'll outline it here just in case.
Select File from the top menu.
Hover over Print Forms.
Select the stubs needed, then Print.
To deal with the pay runs that are still reading To Print in the Payroll window, here's an alternative option to going through the steps to "print" them.
On the Payroll screen, right-click on To Print.
Choose Remove from print queue.
Just like that, it'll read Complete instead. There isn't a way to batch do this, however it should save you time from going into every cheque or pay run individually.
I hope that's helped shed some light on the options available to you when using QuickBooks Desktop Payroll. Don't be afraid to ask more questions.
Welcome to the QuickBooks Community! Paying employees using varying methods is common and it's important that you understand how best to accommodate for this using your payroll provider. Let me go over this with you.
There are a couple of ways that you can do a pay run for employees that use different pay methods. The first would be to run payroll using the Print pay cheques option as outlined above by @LauraAB. To exclude the employees that want to use EFT, follow the steps shared in order to Remove from print queue so that cheques don't print unnecessarily. The reply above goes over all of this in detail so I encourage you to read through it thoroughly.
You also have the option to set up separate pay schedules for your employees that are paid by cheque and your employees that are paid by EFT. This will allow you to select the option to Print pay cheques from QuickBooks Desktop or Assign cheque numbers to hand written cheques depending on what schedule you're running. If you need help with setting up a new pay schedule, you'll find all the steps in this comprehensive article: Set up and manage payroll schedules.
I'm here if you need additional support. You're also welcome to reach out to our QuickBooks Desktop support team by using this link to Contact Us. I know that sometimes one-on-one, real-time support can be beneficial. Have a great evening!