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lrossi
Level 2

Schedule manual payroll

I’m currently using quickbooks desktop pro 2021 and a 3rd party payroll provider. I’m recording all the payroll transactions in quickbooks via manual payroll (see image).

manual-payroll.JPG

 

All the payroll accounts and liabilities were created via the Employees-->Payroll setup function and that process is working great so far.

 

However, i cannot find a way to schedule these transactions. All the instructions that i can find indicates to go to the “payroll center” under the “Employees” menu to set up the payroll schedules but that option is not available on my system.

payroll-centr-missing.jpg

 

How should i proceed with scheduling payroll/liabilities payments when not using intuit’s payroll service?

 

Thanks,

Solved
Best answer December 30, 2020

Best Answers
MaryLurleenM
Moderator

Schedule manual payroll

Let me provide information on how the cash flow projection works, lrossi.

 

QuickBooks Desktop will look at your cash on hand, incoming cash, and expenses. If you track your payroll manually while using the liability account, it will not show on the projection. However, if you're using the expense account, these transactions will show.

 

Here's how to set up cash flow:

  1. Go to the Company menu, then select Planning & Budgeting.
  2. Select Cash Flow Projector, then click Next.
  3. Select the cash accounts to use for your projection, then enter any adjustments to the beginning balance, click Next.
  4. Choose a projection method, and make any weekly adjustments to the Cash Receipts Summary, then select Next.
  5. Select an existing account or enter an expense description, and enter an amount. Make additional weekly adjustments in the Business Expenses Summary then select Next.
  6. Make any adjustments to your accounts payable expenses that need to be cleared in the coming weeks, then select Finish Projection.
  7. To share or view the cash flow projection outside of QuickBooks select Print or Save as PDF.

Here's an article for more information: Track your cash flow in QuickBooks Desktop.

 

I'll be right here if you have more questions.

View solution in original post

6 Comments 6
SarahannC
Moderator

Schedule manual payroll

Hello there, lrossi.

 

In your case, we can go ahead and follow the steps below. This helps you set up schedule payroll/liabilities payments without intuit’s payroll service. 
 

  1. From the Edit menu, select Preferences.
  2. On the left panel, select Payroll & Employees then go to the Company Preferences tab.
  3. In the QuickBooks Desktop Payroll Features section, select the Full Payroll radio button.
  4. Then, OK

 

Once done, you can now create the manual payroll. Then, you can set up the schedule for payroll liabilities. You may want to check this link as your guide: Manual Payroll

 

Comment below if you have other questions. Stay safe and be well.

lrossi
Level 2

Schedule manual payroll

@SarahannC I'm a bit confused about your advisement as It appears your are recommending to do what I have already done (look at the pictures of my setting in my original post).

 

I already have manual payroll set up. What I'm missing is the payroll center to add payroll schedules.

 

Could you please expand and clarify? I'm afraid I'm missing your point.

RenjolynC
QuickBooks Team

Schedule manual payroll

I'm here to provide details regarding the schedule payroll, lrossi.

 

You'll only have the scheduled and unscheduled payroll option if you're subscribed to the Intuit Enhanced Payroll service. Please note that QuickBooks won't calculate your payroll taxes or provide payroll tax forms. You will need to manually calculate your payroll tax figures and enter them for each paycheck to balance your books. 

 

Since you're using a third-party payroll and the preferences has been set up, you're now ready to create the manual payroll.

 

Here's how:

 

  1. Click Help at the top, and then select QuickBooks Help (or press F1 on your keyboard).
  2. In the Search field, type manual payroll and press Enter on your keyboard.
  3. Select the topic Calculate payroll manually (without a subscription to QuickBooks Payroll).
  4. Under Set your company file to use the manual payroll calculations setting, click the manual payroll calculations link.
  5. Select Set my company file to use manual calculations link. When your company file is set up for manual payroll computation, QuickBooks inserts a zero amount for each payroll item associated with a tax.
  6. Close and reopen QuickBooks Desktop.

Here's a sample screenshot for reference:

 

 

To know more about the features and what else you can do in QuickBooks Desktop, you can browse our articles here.

 

Please don't hesitate to let me know if you have any follow-up questions for QuickBooks Desktop Payroll. I'll be here to help you further.

lrossi
Level 2

Schedule manual payroll

@RenjolynCthank you so much for the input but the lack of payroll scheduling is a bit disappointing.

 

My business is in the service industry and payroll is a big chunk of my expenses (about 80%). Without scheduling, I assume quickbooks will not include payroll in the cash flow projection forecast. That would produce meaningless results.

 

Could you please confirm or provide a workaround about how to include manual payroll in the cash flow projections? Or should I open a separate post for that question?

 

I hope I'm wrong but it almost seems that intuit is

MaryLurleenM
Moderator

Schedule manual payroll

Let me provide information on how the cash flow projection works, lrossi.

 

QuickBooks Desktop will look at your cash on hand, incoming cash, and expenses. If you track your payroll manually while using the liability account, it will not show on the projection. However, if you're using the expense account, these transactions will show.

 

Here's how to set up cash flow:

  1. Go to the Company menu, then select Planning & Budgeting.
  2. Select Cash Flow Projector, then click Next.
  3. Select the cash accounts to use for your projection, then enter any adjustments to the beginning balance, click Next.
  4. Choose a projection method, and make any weekly adjustments to the Cash Receipts Summary, then select Next.
  5. Select an existing account or enter an expense description, and enter an amount. Make additional weekly adjustments in the Business Expenses Summary then select Next.
  6. Make any adjustments to your accounts payable expenses that need to be cleared in the coming weeks, then select Finish Projection.
  7. To share or view the cash flow projection outside of QuickBooks select Print or Save as PDF.

Here's an article for more information: Track your cash flow in QuickBooks Desktop.

 

I'll be right here if you have more questions.

View solution in original post

lrossi
Level 2

Schedule manual payroll

@MaryLurleenM  Thank you so much for the response. You just made me realize that I just don't have to record any payroll at all. The 3rd party payroll company is already been paid to do that for me.

 

The only thing that i need to do is to is to set up a recurring bill for the the withdrawals that the payroll company makes at every pay period. That way i will have an accurate cash flow projector.

 

I will accept your solution, as we found a way to make quickbooks work for me but it still a shame that intuit decided to take functions away from the software if we don't subscribe to their services. I should have the choice to run manual payroll if I wanted to, but without scheduling Quickbooks is just an incomplete piece of software that makes running manual payroll not a viable solution to most people.

 

Again, yo have been very helpful, I'm just disappointment about Intuit's practices.

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