Add payroll info to QuickBooks Desktop Payroll when you already paid employees this year

Learn how to add paychecks, tax payments, and non-tax payments you already paid this year to QuickBooks Desktop Payroll.

If you’ve recently purchased QuickBooks Desktop Payroll and already paid your employees this year, you’ll need to add their year-to-date info so their W-2s are correct at the end of the year. If you’ve already paid taxes and other non-tax payments like health insurance premiums or child support, you’ll need to add that info as well so your books are accurate.

Let’s get started.

Step 1: Open the payroll setup interview

The payroll setup interview is where you’ll add your employees and set up your payroll items and taxes. Then you’ll add your prior payroll info. You’ll need to make sure you’ve already activated your QuickBooks Desktop Payroll service.

1. Open QuickBooks Desktop.
2. Select Employees, then Payroll Setup.
3. Follow the screens to add your employees, then set up your company payroll items and taxes.

Note: Be sure to add all employees you paid in this calendar year, even if they no longer work for you. You’ll need to add their year-to-date pay info as well.

Step 2: Add your employee's prior paychecks

Now it’s time to add your employee’s prior paycheck info. You can use their pay stubs or payroll reports from your prior payroll service.

1. In the Payroll setup screen, select Payroll History.
2. Select the Yes, have paid employees in [year] radio button, and then select Continue.
3. Select Yes or No on Consolidate paychecks for the previous quarters, then select Continue.
4. Select the employee you want to enter paycheck details for and then select Edit payroll history.
5. Enter the paycheck amounts as a total for each previous quarter or by paycheck (depending on what you selected in step 3). You’ll need to enter the amounts by paycheck date in the current quarter.
6. Once you’ve added all the paychecks for that employee, select Done.
7. Repeat the above steps for each employee paid in the current year, including those who no longer work for you.

Step 3: Add your prior payroll tax payments

If you’ve paid taxes for your previous payrolls, you’ll need to enter those payments. This info determines how much you still owe and ensures your future tax payments and filings are accurate.

1. Select Payroll taxes.
2. Select the quarter you need to enter taxes you’ve paid.
3. In the Amounts paid column, enter all the Federal and state tax amounts you paid.
4. Repeat the above steps for each quarter you paid taxes.
5. Select Save.

Step 4: Add other prior payroll-related payments

A non-tax payment is a payment you made on behalf of your employee to a third-party vendor. Some examples include payments for retirement plans, health insurance, or wage garnishments. These payments can include the employee-paid portion as well as the company-paid portion. This information is used to help you track how much you've paid and alerts you when you still owe the vendor a balance.

1. Select Payroll non-taxes.
2. Select the quarter you need to enter payments for.
3. In the Amounts paid column, enter all the non-tax payment amounts you made
4. Repeat the above steps for each quarter you made other payments.
5. Select Save.