Does anyone knows how to record an after-the-fact paycheck in QB Online? The check has already been paid, just need to record it in QB Online payroll. Thanks!!

Hi there, wilno1019.

Thank you for visiting the QuickBooks Community. I'll be sharing steps to ensure you can record a check that has already been paid in QuickBooks Online.

Since you've mentioned that the check has already been paid, it seems the paycheck was made outside. With this, I suggest creating a journal entry to record the check. Please know that manually entering payroll paychecks into QBO tracks your payment totals. However, it doesn't create the data you'll need for your employee's W-2s. You'll need to work directly with your payroll service to get your year-end forms.

To start with, you have to create accounts in your Chart of Accounts to track your payroll liabilities and expenses. Then, use the details below.

For expenses, choose Expense as the account type and these detail types:

• Payroll Expenses: Wages
• Payroll Expenses: Taxes

For liability accounts, select Liabilities as the account type. Then, choose the detail type below:

• Payroll Liabilities: Federal Taxes (941/944)
• Payroll Liabilities: Federal Unemployment (940)
• Payroll Liabilities: [State] SUI/ETT
• Payroll Liabilities: [State] PIT/SDI

Once done, here's how to create a journal entry:

1. Get your employees' payroll pay stubs or a payroll report from your payroll service.
2. Click the + New button.
3. Select Journal Entry.
4. Under the Journal date, enter the paycheck date.
5. If you want to track the paycheck number, enter it in the Journal no. field.

For additional details, you can open this article: Manually enter payroll paychecks in QuickBooks Online.

Lastly, you may refer to this article to see several payroll reports you can use to view helpful info about your business and employees: Run payroll reports.

Don't hesitate to comment below if you have other concerns related to your payroll. I'm always around to help, wilno1019. Have a great day!

I'm using the QB Payroll Service. I just want to record the after-the-fact payroll in the QB Payroll Account but not send payment to the employee since it has already been paid thru Zelle.

I am using the QB Payroll Service, not an outside source so the Journal Entry does not apply here. I just want to record the after-the-fact payroll in QB Online Payroll Program but not send a check since it has already been paid to the employees thru Zelle. I did this easily in QB Payroll Desktop.

Thanks Community.

Good morning, @wilno1019. 

Thanks for reaching back out and letting us know creating a Journal Entry won't work for you and your business. Let me share some insight to get this taken care of once and for all. 

You have two options to choose from to help you record an after-the-fact paycheck in QuickBooks Online. Here are the options listed below: 

• Entering it as prior payroll
• Perform an unscheduled payroll

In the end, if you're unable to record this paycheck, I recommend contacting our Customer Support Team for further assistance. 

I hope this helps. It's my priority that you get this entered into your account as quick as possible. Bye for now!