Payroll Breakdown

kenzierae · ‎February 07, 2022

Hello!

As of right now, we run a scheduled, biweekly payroll that includes all of our employees. What we are looking for is a way to continue this same process but will allow us to divide employees into specific groups for job tracking purposes (I.E. there would be 3 groups and all of our employees are divided among them based on their team). We don't want this to affect taxes, how we run payroll, or any other report we may generate, we just want to be able to run an additional report to see how much we are spending on each team. Is this possible?

Thanks in advance!

Giovann_G · ‎February 07, 2022

Thanks for checking out the Community space, kenzierae.

Yes, it's possible. In QuickBooks Desktop, you can use the class feature to group your employees. Before proceeding, let's ensure the class tracking feature is turned on. I'll show you how.

Go to the Edit menu, then select Preferences.
Select Accounting, then go to the Company Preferences tab.
Choose the Use class tracking for transactions checkbox.
If you want a reminder when you haven't assigned a class, select the Prompt to assign classes checkbox.
Click OK.
From the Preference window, select the Payroll & Employee icon.
Ensure that Full payroll is selected in the QuickBooks Payroll Features section.
Make sure that the Job Costing, Class and Item tracking for paycheck expenses checkbox is selected.
If you want to assign one class to an entire paycheck, select Entire paycheck.
If you want to assign one class to each item on the paycheck, select the Earnings item.
Select Ok.

Now, you can set up class categories for their groups.

Here's how:

Go to the Lists menu, then select Class List.
From the Class drop-down menu, select New.
Enter the class name.
If it's a subclass, select the Subclass of checkbox and find the class it's under.
Select OK to add it.

After that, you can assign your employee to their specific class. I recommend following these steps:

Go to the Employees menu.
Select Employee Center.
Locate the name of the employee you'd like to assign a class, then double-click to open.
On the Information for [Name of the employee], click Payroll Info.
On the Class drop-down menu, select the specific class.
Once done, click on OK.
Repeat the same process with the rest of your employees.

Once everything is set, you can run your payroll as normal. Then, you can customize the Payroll Summary report broken down by class.

Go to the Reports menu.
Choose Employees & Payroll Reports.
Select Payroll Summary.
Click Customize Report button.
From the Column dropdown, select Class.
You can make necessary changes if necessary, then hit OK.

Check out this article to learn more about the process: Tracking Payroll Expenses by Class, Department, or Location.

In addition, I've included this resource that'll help you pay or file your payroll taxes online: E-File and E-Pay in QuickBooks Desktop.

Please know that I'm only a few clicks away if you have further questions about managing your employee or running payroll reports. Take care and stay safe.

View solution in original post

Giovann_G · ‎February 07, 2022

Thanks for checking out the Community space, kenzierae.

Yes, it's possible. In QuickBooks Desktop, you can use the class feature to group your employees. Before proceeding, let's ensure the class tracking feature is turned on. I'll show you how.

Go to the Edit menu, then select Preferences.
Select Accounting, then go to the Company Preferences tab.
Choose the Use class tracking for transactions checkbox.
If you want a reminder when you haven't assigned a class, select the Prompt to assign classes checkbox.
Click OK.
From the Preference window, select the Payroll & Employee icon.
Ensure that Full payroll is selected in the QuickBooks Payroll Features section.
Make sure that the Job Costing, Class and Item tracking for paycheck expenses checkbox is selected.
If you want to assign one class to an entire paycheck, select Entire paycheck.
If you want to assign one class to each item on the paycheck, select the Earnings item.
Select Ok.

Now, you can set up class categories for their groups.

Here's how:

Go to the Lists menu, then select Class List.
From the Class drop-down menu, select New.
Enter the class name.
If it's a subclass, select the Subclass of checkbox and find the class it's under.
Select OK to add it.

After that, you can assign your employee to their specific class. I recommend following these steps:

Go to the Employees menu.
Select Employee Center.
Locate the name of the employee you'd like to assign a class, then double-click to open.
On the Information for [Name of the employee], click Payroll Info.
On the Class drop-down menu, select the specific class.
Once done, click on OK.
Repeat the same process with the rest of your employees.

Once everything is set, you can run your payroll as normal. Then, you can customize the Payroll Summary report broken down by class.

Go to the Reports menu.
Choose Employees & Payroll Reports.
Select Payroll Summary.
Click Customize Report button.
From the Column dropdown, select Class.
You can make necessary changes if necessary, then hit OK.

Check out this article to learn more about the process: Tracking Payroll Expenses by Class, Department, or Location.

In addition, I've included this resource that'll help you pay or file your payroll taxes online: E-File and E-Pay in QuickBooks Desktop.

Please know that I'm only a few clicks away if you have further questions about managing your employee or running payroll reports. Take care and stay safe.

kenzierae · ‎February 07, 2022

Thank you so much for the reply. I think this is exactly what I was looking for!

Just to clarify, this will not affect the payroll completion process (no extra steps, drop-down buttons, etc.) at all because applying the specific class designation in each employee's information profile will automatically generate the information for the reports?

Also, once separated will the class breakouts start at all payrolls going forward or will it apply to previous payrolls, as well?

Tori B · ‎February 07, 2022

Thanks for following up with us, @kenzierae.

Once separated, the class breakouts will only apply going forward. It will not make any changes to previous payrolls. Also, this isn't going to create any extra steps. Once everything has been set up, you're good to go.

Please don't hesitate to let us know if you have any additional questions or concerns. Take care, and have a wonderful week ahead!

Baker287 · ‎March 24, 2023

Is there any way to apply this to past history? I'd like to be able to do year-over-year comparisons for each "class" of employee. Is there any alternate approach that would allow me to break out historical payroll costs for groups of employees?

JamesAndrewM · ‎March 24, 2023

It's great to see you again here in the Community, @Baker287. I will be sharing guidelines to help you achieve this Payroll breakdown for your previous history and to have a year-over-year comparison for each class of your employee.

First, ensure you've Set up and tracked your payroll expenses by class. With classes, you can organize your data by department, business office or location, or separate properties you own.

Then we can proceed to pull up a Payroll Summary report and customize it to break out historical payroll costs for groups of employees. Here's how:

1. Go to Reports and select Employees & Payroll, then Payroll Summary.

2. Click Customize Report and choose Filters.

3. Under Filter, select or search for the keyword Class.

4. Under the Class column, click the dropdown and choose Multiple Classes.

5. Put check marks onto the classes for each of your employees.

6. Click OK.

7. On the reports page, select the dropdown from the Show Columns and choose Class as the additional label.

8. You can freely adjust the reporting period. After that click Refresh.

Once done, you'll want to export the report to excel and pull the same report for another year so that you can successfully do year-over-year comparisons for each class of the employee.

You can utilize this article to customize any report: Customize reports in QuickBooks Desktop.

For additional QuickBooks-related concerns, don't hesitate to post them here in the Community. We're always available and willing to lend a hand to your queries. Have a great day ahead.

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