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csacs100
Level 3

Online Advanced Payroll

I am thinking of moving to QuickBooks Online Advanced Payroll (QBP) from an outsourced payroll provider, but am unsure of the practical complications of doing this, particularly given it is half way through the tax year.

 

I have several questions:

 

  1. Can I run both a Weekly and a Monthly payroll in the same company?
  2. Can I run QBP offline (i.e. without submitting information to HMRC and NEST) in parallel with my outsourced provider so that I can compare outputs? I believe RTI needs to be activated before an employee can be paid, which I fear would restrict doing more than a 1 week parallel run. 
  3. If there are variances between QBP and my outsourced provider can I edit the QBP payroll and re-run it (after determining reason for variances)?
  4. Are any of the employee take-on details not editable after input (in case of input error), at least until I go live?
  5. I can see references to Location in the Employee details. Is this the same as Class? If not, can I assign an employee to a Class?
  6. Does the Wage Journal get split into Class when posting to QBO?
  7. Is the journal for Net Pay (not the actual bank payment) posted to the Payroll Control Account in QBO as a Total or by employee (given QBO’s very limited viewing restrictions)? Any suggestions as to how to get the actual bank paymetns to appear as a lump sum in the Control account?
  8. Are Childcare Vouchers catered for in QBP? I have seen a few posts querying Childcare Vouchers but these have related to Basic and Paysuite.
  9. Any practical tips to avoid any other pitfalls?

Thanks in advance (apologies for long list)

Solved
Best answer September 30, 2019

Accepted Solutions
John C
QuickBooks Team

Online Advanced Payroll

Hi csacs100

 

We are not aware of any other payroll systems that will integrate with QuickBooks. There may be payroll apps available at apps.intuit.com or within the apps option within your account.

View solution in original post

13 REPLIES 13
GeorgiaC
QuickBooks Team

Online Advanced Payroll

Hey csacs100,

 

Thanks for the detailed post. In response to the queries you have raised above:

 

1. You can set up multiple pay schedules (both weekly and monthly) in the Advanced Payroll system within the one QuickBooks company

2. You can run the payroll in an offline 'test mode' so that the RTI submissions are not made 

3. You can unlock or delete (rollback) the payroll at any point (Note: you will be unable to rollback the payroll if you have setup the PensionSync feature) 

4. You can edit all of the employee details after setup, year to date figures will need to be correct on the first pay run to update correctly on the payslips but you can rollback to correct these 

5. The location feature allows you to assign locations to employees (e.g. a specific branch) which can be used to report the labour costs of each location. The payroll does not integrate with the class tracking in QuickBooks Online and there is no option to assign classes to employees.

6 & 7. The journal entry created is per pay run not per employee, you cannot split by class however you are able to change the default accounts on here to post to existing chart of accounts 

8. You are able to account for Childcare Vouchers in the advanced payroll

 

 

The best option is to take a free trial account from our website and use this to run a free 30 day trial of the payroll as you can input dummy information to test how this works.

 

 

Let us know if you have any further queries regarding this,

 

 

Thanks 

csacs100
Level 3

Online Advanced Payroll

GeorciaC,

 

Thank you for the detailed response.

 

The lack of proper journal integration including class with Quickbooks is particularly disappointing. I want to track payroll costs by class. In effect, what you have said is that I will have to delete the integrated journal, analyse the payroll, assign classes manually and then manually retype the journal every week. I am aware that I can set up a recurring transaction, but the amounts will differ every week.

 

Breaking out 8 classes over Wage, Employers NI, overtime etc and re-keying every week is time consuming and completely removes the incentive to use Quickbooks Payroll over any other online payroll solution.

 

Are you aware of any other online payroll solutions that might integrate fully with Quickbooks online? 

John C
QuickBooks Team

Online Advanced Payroll

Hi csacs100

 

We are not aware of any other payroll systems that will integrate with QuickBooks. There may be payroll apps available at apps.intuit.com or within the apps option within your account.

View solution in original post

BCB
Level 1

Online Advanced Payroll

My simple advice to you would be to avoid moving to quickbooks under any circumstances. Their advanced payroll software is awful, full of bugs, and you cannot get through to anyone to get support. If you are unlucky enough to get through to someone their knowledge is very limited and the end result is that you are told to await a response from the technical team. (which never arrives)  I have been with them for 4 years and never known a company decline so fast as they have in the last 18 months or so. I am very nervous about moving to another provider because I cannot trust quickbooks to export my records correctly, but it's getting to the stage where I think I just have to take the risk. 

 

Rileybobs
Level 1

Online Advanced Payroll

I have to split my costs on different sites by job ref numbers,  so I use the location option.  Set all your names or department in there and your payroll reports each payment can split every item, employers nice etc.  It displays them per location.  I used desktop for 25 years its a million times better than online however the location naming will give you what you need.

csacs100
Level 3

Online Advanced Payroll

Thanks.

 

Can you have locations which are sub-locations?

 

I have branches with divisions within the branches. I could set up the branch as a location but would locations work for the divisions element?

Ryan_M
QuickBooks Team

Online Advanced Payroll

Hi @csacs100,

 

I appreciate your prompt reply. Let me take care of query about Locations in QuickBooks Online Advanced Payroll (QBOAP). 

 

Yes, you have the option to set a new location you're creating as a sub-location of another location. You also have the option to enable all other sub-locations to the one you've created to roll up the report data on that location. 

 

View this article for additional details about the Locations feature: Locations in QuickBooks Online Advanced Payroll. At the bottom of the page provides examples of how you can map codes in your Chart of Accounts for the locations and their sub-locations. 

 

Got other questions related to QBOAP? See this article for the complete list of articles about this payroll service: QuickBooks Online Advanced Payroll Hub. This is a page with a collection of links for articles related to QBOAP, from Getting Started to Processing Pay Runs.

 

In case you need further assistance, simply leave a comment below. I'll be sure to get back to you. 

csacs100
Level 3

Online Advanced Payroll

I am setting up Advanced Payroll which I am going to run parallel to our existing outsourced payroll.

 

We use the NEST pension scheme and I am aware that I can link to NEST via PensionSync to download the pension details.

 

Can I link to Nest via PensionSync and then run payroll without submitting any reports to Nest until such time as we go "Live" with our payroll as our current outsourced provider will be already be submitting the relevant reports? 

 

I am aware that I can run RTI in Test mode for HMRC reporting. Is there a similar switch for PensionSync/

 

Thanks.

 

 

Angelyn_T
QuickBooks Team

Online Advanced Payroll

Hi, @csacs100.

 

The process of sending your data or payroll reports to Nest depends on the type of plan you have. With Standard Payroll plan, you can follow these steps:

 

  1. View your payroll reports.
  2. Export or download the file to your computer.
  3. Submit the data directly to NEST from their website.

 

On the other hand, you can automatically send your data to NEST with Advanced Payroll, here's how:

 

  1. Go to your business dashboard, look for Payroll Settings, and then select Pension Settings.
  2. Tap on the Add pension scheme via PensionSync button.
  3. Hit Connect to PensionSync button. This will connect your business file to PensionSync.
  4. Once your business file is connected to PensionSync you can launch the Scheme Management Tool (SMT) which you can use to manage all your PensionSync interactions.
  5.  Click the Open Scheme Management Tool button and create a PensionSync account. If you already have an account,  you're now ready to import your pension scheme details into your business. You can do this by clicking on the Import from PensionSync button.
  6. Enter NEST and your employer ID.
  7.  Click Link Scheme. Then, authorise your pension scheme to be used with PensionSync. To do this, click the button to launch the PensionSync Authorisation Gateway.
  8. Once you've authorised the PensionSync gateway, your pension scheme information will be imported into your business file and you'll be able to start processing pensions payments for that employee.

 

For more hints about payroll and reports, you can also open the topics from our help articles: Find help articles, video tutorials, and more for QBO Payroll.

 

Fill me in if you have any other questions about QBO Payroll. I'll be around to help you out. Have a good one! 

csacs100
Level 3

Online Advanced Payroll

Thanks for your response Angelyn.

 

Given I am running parallel and my outsourced provider is submitting my NEST information I need to know whether I can use PensionSync to process pension amounts in Advanced payroll without sending reports back to NEST (or making relevant pension payments) until I go Live and stop using my outsourced payroll provider.

 

Thanks

Jovychris_A
QuickBooks Team

Online Advanced Payroll

Hello, @csacs100.

 

In addition to my peer's response, yes you can use PensionSync to process pension amounts in Advanced Payroll without sending reports back reports to NEST since PensionSync automatically imports data to NEST. You can check this article for more details: Pension in QuickBooks Online Advanced Payroll

It includes helpful resources about employee portal and reports.

 

Additionally, I'll share this article as your reference to manage timesheets, pensions and payroll alongside your accounts: Set up Guide for QuickBooks Online Advanced Payroll.

 

If you need have additional questions and clarification, please leave them here. The Community is always here to help. Stay safe!

csacs100
Level 3

Online Advanced Payroll

Thank you Chris.

 

Is there a detailed user manual for Advance Payroll, other than the Advance Payroll onboarding guide?

EmmaM
QuickBooks Team

Online Advanced Payroll

Hello csacs100, Yes we have an advanced payroll hub here that you can look at.as well as some recorded webinars on the advanced payroll and getting started here just scroll down to the on demand ones.

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