Adding previous month payroll from desktop - after the fact

sothtreasr · ‎June 20, 2024

I converted to QB online in the middle of march 2024 - uploaded the data from Jan & Feb & half of March. At March month end - I had not done enough payroll preparation to pay employees online. So I was advised and did the payroll on the desktop. Now I want to add the March desktop payroll to online. I have original paystubs.

QB online seem to be reluctant to "upload the March desktop payroll" and the best way seems to be General Journal entries. question - is one at a time the best approach? (making sure that each employee gets credit for their taxes paid)

Jelayca V · ‎June 20, 2024

I recognize the importance of adding your March payroll to QuickBooks Online, @sothtreasr, to have an accurate payroll record. Let me provide you with an alternative option to ensure this happens.

Please note that currently, it's not possible to import payroll transactions from QuickBooks Desktop (QBDT) to QuickBooks Online (QBO). As creating a Journal Entry (JE) could be an option, it is only applicable if you have no QBO payroll subscription. Also, this will only reflect on the accounting reports side not on the payroll reports side.

Although you can recreate each entry as a paper check to help streamline the process of recording payments to ensure that each of your employees gets credited for the taxes they have paid, this is no longer applicable now, since adding a paper check by March is already prior to its quarter.

QuickBooks Payroll will close if you have already passed over the quarter; the system won't allow you to enter prior checks. With that, I suggest reaching out to our QuickBooks Online Payroll Support team to get this resolved. Our experts have the expertise and resources to resolve this issue effectively. To contact our experts, here's how:

Go to Help (?).
Select Contact Us.
Enter your concern, then select Let's talk.
Choose between Start a chart or Get a callback.

In addition, you can invite your employees to QuickBooks Workforce, where they can view their paycheck details and total pay for the year. You can check out this article as a guide: View your pay stubs, time off, and year-to-date pay in QuickBooks Workforce.

If you have further questions about managing your payroll in QBO, you can reach out to us here in the Community for your query anytime. Take care.

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Jelayca V · ‎June 20, 2024

I recognize the importance of adding your March payroll to QuickBooks Online, @sothtreasr, to have an accurate payroll record. Let me provide you with an alternative option to ensure this happens.

Please note that currently, it's not possible to import payroll transactions from QuickBooks Desktop (QBDT) to QuickBooks Online (QBO). As creating a Journal Entry (JE) could be an option, it is only applicable if you have no QBO payroll subscription. Also, this will only reflect on the accounting reports side not on the payroll reports side.

Although you can recreate each entry as a paper check to help streamline the process of recording payments to ensure that each of your employees gets credited for the taxes they have paid, this is no longer applicable now, since adding a paper check by March is already prior to its quarter.

QuickBooks Payroll will close if you have already passed over the quarter; the system won't allow you to enter prior checks. With that, I suggest reaching out to our QuickBooks Online Payroll Support team to get this resolved. Our experts have the expertise and resources to resolve this issue effectively. To contact our experts, here's how:

Go to Help (?).
Select Contact Us.
Enter your concern, then select Let's talk.
Choose between Start a chart or Get a callback.

In addition, you can invite your employees to QuickBooks Workforce, where they can view their paycheck details and total pay for the year. You can check out this article as a guide: View your pay stubs, time off, and year-to-date pay in QuickBooks Workforce.

If you have further questions about managing your payroll in QBO, you can reach out to us here in the Community for your query anytime. Take care.

sothtreasr · ‎June 20, 2024

Thanks for the reply - two questions -

First - can I manipulate all of the fields with numbers from the paystubs - all QBO fields can be overwritten?

Secondly - if I create a new payroll - how to deal with checks that will never be cashed. Perhaps clearing them and deleting the original amount I sent to QB to be direct deposited while we were still on QBDT since the numbers should really be the same - (If I do it properly).

MichaelaS · ‎June 20, 2024

Thanks for getting back to us, @sothtreasr. Let me share additional information to address your queries about managing payroll transactions.

Yes, there are some fields that can be edited or overwritten if needed. It's not recommended to modify calculated payroll amounts as it can cause errors in your payroll tax reporting. You can consult with your accounting professional to have accurate information.

Migrating payroll from QuickBooks Desktop (QBDT) to QBO QuickBooks Online (QBO) will become regular checks. Therefore, you'll need to add the YTD amounts manually on the QBO side. Refer to this article for guidance about what to expect if the data are being transferred: Learn how features and data move from QuickBooks Desktop to QuickBooks Online.

Additionally, since voiding or recreating paychecks isn't recommended, you can keep them instead (if you still have them) for 1-5 years until claimed and reach out to your employee before reporting any abandoned wages to your state. Otherwise, contact your state agency to know what certain processes you'll need to accomplish. Refer to this article for more details on managing your employees' unclaimed wages or paychecks: Understand the process for unclaimed wages.

In case you'll need to view payroll reports after you enter the paychecks. Here's an article to guide you further: Run payroll reports.

Keep us posted if you have any other concerns about managing your payroll transaction. I'm always here to assist. Have a nice day.

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Adding previous month payroll from desktop - after the fact