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How can I see data transferred from my payroll system into QB Online?

 
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QuickBooks Team

Re: How can I see data transferred from my payroll system into QB Online?

Hi there, @agupta!

 

You pull up and review your payroll transactions directly from your bank's register. I'm here to share a few insights and help you from there.

 

To start with, when you're using a third-party payroll provider, all your payroll transactions will be transferred directly as Journal Entries. Now, these journal entries will be stored on your bank's register that you've selected for processing your payroll.

 

Thus said, here's how you can pull up your bank's register and review your payroll transactions:

  1. Go to the Accounting page.
  2. Select Chart of Account.
  3. Find your payroll's bank account.
  4. Under ACTION, select View register.

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If in case you need some tips and related article for future use, you can always visit our QuickBooks Online Help Articles page for reference.

 

If there's anything else that I can help you with, please let me know in the comment section down below. I'll be always around ready to help.

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Re: How can I see data transferred from my payroll system into QB Online?

Hello JonpriL,

 

Thank you very much for the detailed and prompt response. It is very helpful. I now understand how to see all the journal entries for a particular chart of account.

 

However, all our payroll does not go directly through the bank. We have 50+ employees and majority of them get a check that they cash later. The payroll vendor has several chart of accounts and I have transferred the journal entries to our QBO. Is there a way to see all the entries in one place, or I can only see then by each COA?

 

thanks

Atul

QuickBooks Team

Re: How can I see data transferred from my payroll system into QB Online?

Thanks for getting back to us, agupta.


Yes, there’s a way for you to see all entries in one place. The Transaction Detail by Account Report will show lists of individual transactions, subtotaled by each account on your chart of accounts.


You can pull up the information with these few easy steps. Here’s how:

 

  1. Tap the Reports menu to enter the Transaction Detail by Account in the Search field.
  2. Click the Customize tab to refine the data displayed on the report.
  3. Hit the drop-down for Report period and then select the correct date range.
  4. Expand the Filter menu to choose which information you want to show on the Transaction Detail by Account.
  5. Click Run Report to view the changes.

For future reference, I'm also adding an article with detailed information about changing the Accounting method on the report, steps to add columns/headers, etc: How to customize reports.

 

Additionally, the Online Tutorials article contains videos about accounting processes you can perform in QuickBooks.


Reach out to me anytime if you have any clarifications. I’ll be more than happy to assist further. Wishing you continued success.

Not applicable

Re: How can I see data transferred from my payroll system into QB Online?

Hello Rasa-LilaM,

 

I followed your detailed instructions and was able to see all journal entries for chosen account types. Thank you very much.

 

This has made me realize that the payroll data I transferred to QBO is not correct (We just got QBO and I transferred data from 1-1-2019 from our payroll vendor). I will need to create many more charts of accounts and re-transfer the payroll data.

 

Is there a way to delete the existing payroll data (about 10 or 12 charts of accounts), without losing the bank data? I would hate to reenter bank data because I have laboriously "split" a lot of bank transactions into different categories.

 

Much appreciate your help.

 

Moderator

Re: How can I see data transferred from my payroll system into QB Online?

Thanks for your prompt response, agupta.

 

We are unable to delete an account in QuickBooks Online, however, you can make them inactive. This hides the accounts from the Chart of Accounts tab and other places where you can choose them.

 

If they have transactions, QuickBooks keeps them so your reports and tax forms remain accurate.

 

Once you make a register with transactions inactive, QuickBooks will create an adjustment entry to zero out that register’s balance. This might not look good on your reports.

 

Should you want to proceed on this process, please follow the steps I've laid out below:

  1. Go to the Gear icon at the top and select Chart of Accounts from the pop-up window.
  2. Locate the account and hit the drop-down arrow under the Action column.
  3. Select Make inactive (reduce usage).image.png
  4. Hit Yes on the prompt message to confirm.

The payroll data will still show on the report. Also, if you want to make the account active again, please check the bottom section of this article: Remove accounts you no longer use.

 

Please let me know if you have more questions. I’ll be here if you need me.

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