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Intuit

Add historical payroll information to your QuickBooks Desktop Payroll

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

With QuickBooks Desktop Basic and Enhanced Payroll, you can ensure your employees' W-2s are correct and your tax filings are compliant. You can ensure your payroll is accurate by adding paychecks, tax payments, and other non-tax payments, such as child support and health insurance premiums.

Note: Make sure you have an active QuickBooks Desktop Payroll 2019 or later account, and you've never set up a QuickBooks payroll account before. If you're setting up an existing Payroll account, see Payroll Setup Interview.

Step 1: Set up your employees

Before you set up payroll history, you need to set up all your employees that you paid in the current year. This includes any terminated employees. If you don't see your employees, you need to add them to your account.

Step 2: Open the payroll setup interview

Before you can start adding your historical payroll information, you need to open the interview.

  • Go to Employees, and then select Payroll setup.

Step 3: Add your payroll history

Note: You can find your payroll history from quarterly summary reports or your pay stubs.

You have two ways of entering your payroll history: by quarter summaries or by each paycheck. We recommend entering your payroll history by quarterly summaries.

Option 1: By quarter summaries (recommended)

  1. In the Payroll setup screen, select Payroll History.
  2. Select the Yes, I’ve paid employees in 2020 radio button, and then select Continue.
  3. On the paychecks screen, highlight the employee you want to enter paycheck details for and then select Edit payroll history.
  4. Enter the payroll history information for the employee by quarter total, and select Save & close.
  5. Once all the paycheck info has been added for the employee, select the next employee, and repeat the steps.

Option 2: By each paycheck date

  1. In the Payroll setup screen, select Payroll History.
  2. Select the Yes, I’ve paid employees in 2020 radio button, and select Continue.
  3. On the paychecks screen, highlight the employee you want to enter paycheck details for and then select Edit payroll history.
  4. Select Add paycheck and then add all the paycheck information per paycheck.
  5. Once you’re done, select Save & close.
  6. Once all the paychecks have been added for the employee, select the next employee, and repeat the steps.

Step 4: Add payroll tax payments

Now that you've added your paychecks, you now need to add past quarter payroll taxes. This information is used to determine how much you still owe and ensure your future tax deposits and filings are accurate.

Note: You can find your tax payments history in your bank account records or tax statements.
  1. Select Payroll taxes.
  2. Select the quarter you need to update.
  3. In the Amounts paid column, enter all the State and Federal tax amounts you paid, and select Save.
  4. Once all payments have been entered for a quarter, select the next quarter and repeat the process until all tax payments you have made are entered.

Step 6: Enter payroll non-taxes

A non-tax payment is a payment you made on behalf of your employee to a third-party vendor. Some examples include payments for pension plans, health insurance, or wage garnishments.

Note: You can find information in your payroll records about the non-tax payments you've paid. Look at your check register or other bank account records to identify payment amounts and dates.

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 update.
  3. In the Amounts paid column, enter all the non-tax payment amounts you made, and select Save.
  4. Once all non-tax payments have been entered for a quarter, select the next quarter and repeat the process until all non-tax payments you have made are entered.

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