How do I enter time for jobs that employees were already paid for?

jaredjbaker · ‎October 14, 2020

We've been entering time manually in the "Enter Payroll Information" screen. We did *not* allocate it to specific jobs, but we're making the switch and will be using QB's weekly timesheets to point hours towards specific jobs.

I do have the historical numbers of which employees spent how many hours on current jobs. I'd like to bring this into Quickbooks even though employees have already been paid for these hours. How would I do this? Adding this info is helpful because our projects duration is about 6 months - 1 year. It'd be less than ideal to wait that long for QB reports to be accurate.

I tried adding all the time on a week that was already paid out. QB let me do it even though it told me that this week was already paid and I had more than 24 hrs on a day. However, when I ran a Job Estimates vs Actual Detail report, there were no actual labor costs. I'm guessing because those timesheet hours didn't have a rate associated with them since they weren't run through payroll.

I'd appreciate anyone's help on this! Thank you in advance!

Regards,

Jared

JamesDuanT · ‎October 14, 2020

Thanks for getting back to us, jaredjbaker.

Based on the thread, you've already created payroll for the employee, however, you're unable to associate the timesheet.

Currently, we cannot retroactively attach the hours to a created paycheck. You'll have to delete the paycheck and recreate it with the timesheet.

You can follow the detailed in this article to delete the paycheck: Delete or void employee paychecks.

Then, recreate the paycheck using the timesheet hours: Create paychecks based on timesheet hours.

Once you've added the timesheet hours to the paycheck, the data should already flow on your reports. Here are some references that you can use regarding the timesheet:

Let us know how this goes so we can further review the situation. Have a great day!

View solution in original post

Nick_M · ‎October 14, 2020

Hey there, jaredjbaker.

Thanks for stopping by the Community, after reading through your post, I would recommend reaching out to a bookkeeper, this is because they might have some helpful tips. The issue here in the Community is that this is a public forum setting and we're unable to look into individual accounts, so it's hard to say exactly how to fix what's going on. It sounds like there may have been an incorrect entry at some point that's causing the hold up, but without being able to dive in and see, I can't say for certain. But don't worry, if you don't currently have a bookkeeper, I can recommend a ProAdvisor to you and your business. Check that link out, enter your location and you can see if a ProAdvisor is in your area.

Thank you for your time and have a lovely afternoon.

jaredjbaker · ‎October 14, 2020

Nick,

Thank you for your response. I do believe my scenario can have a solution without looking into individual accounts. Let me try this post again by asking it through an example:

Let's say "Employee was paid for hours worked a month or so ago, but these hours weren't attached to a customer:job. We'd like to retroactively attach these hours to a customer:job. How can this be done?"

Thanks for letting me try again.

-Jared

JasroV · ‎October 14, 2020

Thanks for the clarification, @Jared.

You can enter the CUSTOMER:JOB hours in the Weekly Timesheets. Ensure to use the prior date the job was done. This way, it won’t affect your future payroll. Let me show you how to do it in your QuickBooks Desktop (QBDT) software:

Go to the Employees menu.
Select Enter Time and click Use Weekly Timesheets.
Choose an employee from the NAME field.
Click the Calendar icon and select the prior date when your employee worked for the job.
Enter the needed details to complete the Timesheet activity and click Save & Close.

You can also read this article for more details: Create and print timesheets.

Let me also share this resource that can guide you on how to let your employee view their pay stubs online: Invite your employees to QuickBooks Workforce to see pay stubs, W-2s and more.

Please let me know if there’s anything else you need assistance in managing your employee’s time. It’s always my pleasure to help you. Stay safe!

jaredjbaker · ‎October 14, 2020

Thank you JasroV,

I have done these steps and entered hours and pointed them to a customer:job, a service item, and payroll item and saved and closed. I did not check "billable" since these are contract jobs, but we want to track the hours/labor costs. My goal is to be able to see actual labor cost in our Job Estimates vs Actual Detail report. There is still $0 in this report after entering these hours. I do see hours in Time by Job reports, but that is it. No cost. What am I missing?

Regards,

Jared

JamesDuanT · ‎October 14, 2020

Thanks for getting back to us, jaredjbaker.

Based on the thread, you've already created payroll for the employee, however, you're unable to associate the timesheet.

Currently, we cannot retroactively attach the hours to a created paycheck. You'll have to delete the paycheck and recreate it with the timesheet.

You can follow the detailed in this article to delete the paycheck: Delete or void employee paychecks.

Then, recreate the paycheck using the timesheet hours: Create paychecks based on timesheet hours.

Once you've added the timesheet hours to the paycheck, the data should already flow on your reports. Here are some references that you can use regarding the timesheet:

Let us know how this goes so we can further review the situation. Have a great day!

jaredjbaker · ‎October 14, 2020

Thanks James, although it was a route I was hoping to avoid, I accept this as the solution. I appreciate your response and help.

JamesDuanT · ‎October 14, 2020

Hello jaredjbaker.

Yes, that would be our best course of action to ensure that your data flows on your reports.

We're always right here if you have additional queries.

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How do I enter time for jobs that employees were already paid for?