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PTCafe
Level 1

Starting over - moving payroll

Hi everyone,

 

I recently came onboard to an organization and realized that I need to start its QuickBooks over from scratch (with a stronger foundation). However, my concern is that we also do payroll through QuickBooks. Is there a way to move the payroll information and so that all of the pay checks and history is not wiped out? 

 

I essentially want to reset my general ledger by bringing over the ending balances, but the idea of losing payroll history is a big concern.

 

Thank you so much, 

9 Comments 9
AlexV
QuickBooks Team

Starting over - moving payroll

Welcome to QuickBooks Community, PTCafe.

 

The best way if you want to start from scratch is by opening a new QuickBooks Online account. Then, you can cancel the old one so you won't be double charged. Once canceled, you still have a year to access the data for reporting purposes. 

 

You can also export some important data from your QuickBooks Online.

For the old payroll transactions, you can re-enter them by setting up prior payroll. You may check this link for your reference in deleting your data and start over in QuickBooks Online.

 

Leave a comment if you have more questions. Stay safe!

Fiat Lux - ASIA
Level 15

Starting over - moving payroll

@PTCafe 

If you have to open a new QBO account, make sure to click the Buy button to get the discounted price for up to 3 months. If you purchase from the trial account, you have to pay the regular rate.

https:// quickbooks.grsm.io/US

https:// quickbooks.grsm.io/us-promo

 

You may need a 3rd party tool to migrate some transaction types (e.g Journal Entries)

https:// transactionpro.grsm.io/qbo

 

 

PTCafe
Level 1

Starting over - moving payroll

Thanks for the help everyone.

 

Will our employees still be able to access their pay stubs and employment history? Or is that all wiped as well?

 

Thank you,

PTCafe
Level 1

Starting over - moving payroll

Thanks everyone,

 

Will our employees still have access to their pay stubs and past employment history? 

 

Thank you,

JamesDuanT
Moderator

Starting over - moving payroll

Hello there, PTCafe.

 

Yes, your employees will still have access for 18 months after cancelling your payroll subscription. Note that they're going to use the same login credentials when accessing their pay stubs online.

 

You can use this link to know more about it: Invite employees to see pay stubs and W-2s online.

 

Let us know if you need anything else. Have a great day!

PTCafe
Level 1

Starting over - moving payroll

Am I able to bring this payroll subscription over to a new quickbooks account? Or is there no way to keep the current payroll history going?

 

Thank you,

Adrian_A
Moderator

Starting over - moving payroll

Hello there, PTCafe.

 

The option to keep or transfer payroll subscriptions to a new one isn't available since it is linked to your QuickBooks account.

 

What we're going to do is manually enter prior payroll into your new QuickBooks account. 

 

Once done, you'll have to record the prior tax payment as well. You can bookmark these links for the detailed information when recording prior tax payments:

 

 

Feel free to get back to me if you still need my help. Keep safe!

mandmpaintinginc
Level 1

Starting over - moving payroll

Hello,

 

I am having the same issue as mentioned above.  After deciding to move over all account information to quickbooks online, I've run into the problem of not being able to bring along all prior payroll information.  The "Enter Prior Payroll" only allows you to put in totals for the current year in which the transition is taking place, it does not allow you to enter in all prior paystubs/paychecks.  How has quickbooks created programs that can't talk with eachother?  Why can't I transfer my old payroll info into my new account?  The whole purpose of continuing to use Quickbooks (which I have for the entire time), is to have access to all of the old information.  

jamespaul
Moderator

Starting over - moving payroll

Hello, mandmpaintinginc.

 

Currently, QuickBooks only lets you enter the year-to-date details in the current calendar year. This is to prevent overlapping data and errors when populating the current year's W-2 information and tax information. Also, QuickBooks Online subscriptions are separate from one another (one company per subscription). 

 

I do have a bunch of workarounds to help you get your old payroll information. 

 

You'll want to print those previous paychecks or export them to Excel for record keeping. Here's how: 

 

  1. Log in to your old QuickBooks Online account. 
  2. Go to Workers or Employees.
  3. Click the Paycheck list link.
  4. Enter a date range for the prior paychecks. Note: The date range only shows a maximum of two years worth of data. You'll want to run the range by segment. 
  5. Click Run report.
  6. Check the paychecks, then hit Print.

 

priorpay1.PNG

priorpay2.PNG

 

You can also export them to Excel by clicking the Share button, then selecting Export To Excel

 

The next step is to get the data for your prior years' liabilities. You can run three reports to achieve this. Simply go to the Reports menu, then open one of these reports: 

 

  • Payroll Tax Liability
  • Payroll Tax Payments
  • Payroll Tax and Wage Summary. 

Do the same for the date range period then export it by clicking the Share button, then selecting Export to Excel

 

priorpay3.PNG

Also, there might be a third-party app that lets you import those paychecks easily to a new QuickBooks Online account. You can look for one by going to the Apps menu. 

 

After getting all the data, you can start entering the current calendar year's year-to-date payroll amounts

 

I do agree that having the option to import and enter your prior years' payroll data (not just the current calendar's year-to-date data) would save time. It would also give you an easier access to historical paychecks and liabilities.

 

Our developers might revamp how you'll be handling historical data in the coming updates. I suggest checking our QuickBooks Blog from time to time for release notes. 

 

Lastly, I'll share our taxes articles to further assist you. They have guides and pointers to help you pay your due taxes and file your payroll forms for this year's tax season. Click this link to go there: QuickBooks Online Payroll Taxes topic

 

I'll listen to any other concerns you might have for QuickBooks Online. You can post a new thread or reply here with the details. I'll get back to you as soon as possible. 

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