Quickbooks online payroll

ricktwo · ‎May 25, 2018

We have been running Quickbooks Desktop for many years and during that time have had several bank accounts.

We have just moved to Quickbooks online UK to run payroll in particular. When I run the payroll and submit it allocates the payment to employees to an old bank account which is now inactive. How can I get Quickbooks online to allocate the payment to the correct bank account and how can I make the old bank accounts inactive. I have tried to make them inactive but I have so many transactions allocated to them that transferring those transactions is not feasible.

Does anyone have an answer.

AshH · ‎May 29, 2018

Hi ricktwo.

Thanks for contacting the Community.

I can certainly see how this would be frustrating if the journals are posting to not only the wrong bank account, but an inactive bank account.

You would have the option of modifying the payroll journals to edit the bank account to which they post, here you will just be able to access the journal and change the bank account over to the desired account.

ricktwo · ‎May 30, 2018

This is a really long winded way of doing it. For each employee it creates about 6 journal entries - for 20 employees that is 60 journal entries to change. Why can't I either make old bank accounts inactive of have the facility to tell the system which bank account to allocate the payments to?

Anonymous · ‎May 30, 2018

Hi RickTwo,

Can I check, are there balances in the old bank accounts or are the balances at zero and we simply need to keep the transactions within the books for historical reporting?

ricktwo · ‎May 30, 2018

The balances on the old bank accounts are at Zero and nothing has been posted for several years. We would like to keep the transactions though for historical reporting.

Thanks

Anonymous · ‎May 30, 2018

Sure, I understand.

You can make the accounts inactive within the Chart of Accounts by clicking on the drop down arrow under the Action column on the far right of the Account line and selecting the option for Delete.

This will make the bank account inactive but not delete any transactions. When you run reports, these transactions will still appear within the financial history, however the bank account will be labelled with (Deleted) to denote the inactive status.

QuickBooks Payroll should then select the next available bank account within the CoA to assign the expenses for payroll.

Let me know if you have any further queries

ricktwo · ‎May 30, 2018

I have tried that and it comes back with an error message "This account can not be deleted because it is used by a product or service"

AshH · ‎May 31, 2018

Hi Ricktwo.

If it's giving an error message saying that the account cannot be deleted because it is used by a product and service, it's most likely that one of the products or services you have created will have the bank account recorded as the Income Account. You can check this via the product and service list.

You can do one of two things. The first.

Click onto the Sales tab on the left of your QuickBooks.
Select the Product and Service tab across the top to bring up your product and service list.
Select a Product or Service from the list and click Edit.
Scroll down and find the Income Account and make sure that one of them have the old inactive bank account associated.

Alternatively if you have a lot of product and service items.

Click onto the Sales tab on the left of your QuickBooks.
Select the Product and Service tab across the top to bring up your product and service list.
In the top right of the product and service list you will have an Export Icon (It will look like a small square with an arrow pointing right) if you click on this icon your product and service list will be exported to Excel.
Open the Excel file and review the Income Account column to make sure the old bank account is not showing.

This will make sure that the bank account you do not want to use is not being used for any product and service and will allow you to delete as recommended by GillH

ricktwo · ‎June 01, 2018

Thank you

I have now managed to delete the inactive bank accounts.

I will now have to wait until the end of the month before I run the payroll again to see which of my current bank accounts it allocates the expenditure to. Can you tell me if it allocates in alphabetical order. If so, can I rename a current bank account so that the right one is at the top of the list?

many thanks.

JamesC · ‎June 01, 2018

Hi Ricktwo,

I've just replicated this on mine, and i found my QuickBooks account selected it based on alphabetical order, so naming the accounts as A - BANKNAME and then B - BANKNAME2 and so forth.

When i ran payroll after ensuring the original account has been deleted, it selected the next one available at the top of the list and it does allocate by alphabetical priority.

Thanks,

ricktwo · ‎June 01, 2018

thank you for that.

I think you have solved my problem. Well done.

AshH · ‎June 04, 2018

No worries ricktwo.

Please let me know if there is anything else I can do. :)

ricktwo · ‎September 10, 2018

It seemed to work but now doesn't.

Even though I changed the bank account names to A-****** and B-****** etc it still allocates the journal to B-****** and I then have to go to each journal and edit it to the right account. I notice others have raised this issue so it seems to be a programme fault that needs to be resolved.

JamesC · ‎September 10, 2018

Hi Ricktwo,

Thanks for coming back to us and updating us, If you go to your Cog-Wheel, then Account and Settings, Then Payroll - Then scroll down to the bottom and you should have an option for Journal Mapping at the bottom of your screen.

Do you have an option to select your bank accounts from within that list?

Thanks,

ricktwo · ‎September 10, 2018

Yes

Thank you

I will try it on the next payroll run.

EdwardR · ‎September 10, 2018

Please let us know if there is anything else we can help with. :)

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