How to Do Payroll Checks in QuickBooks

Monday, November 16, 2015, 6:00 AM | Leave Comment

QuickBooks, is an accounting software from Intuit that allows businesses of all sizes to quickly take care of payroll in-house.

The initial setup of QuickBooks checks takes some time, but once set up is complete, maintaining payroll with the program is quick.

QuickBooks is a perfect option for small businesses who cannot afford to outsource their payroll.

Once the information for each employee is entered into the QuickBooks program, printing a paycheck for any employee is almost as simple as clicking a button.

First, navigate to the Employee Center of QuickBooks by choosing the “Employee Center” button at the top of the QuickBooks screen. The button you need is just to the left of the “Online Banking” button.

Click “New Employee” to enter new employee information if you have any new employees or have never entered employee information into QuickBooks.

Fill in the form that generates under the “Personal” tab. The form requires the employee’s name, Social Security number and date of birth.

Choose “Payroll and Compensation Info” from the drop-down list directly above the “Personal” tab. Enter the employee’s payroll item, whether hourly or salary, into the “Item Name” box and place the rate in the “Hourly/Annual Rate” box.

Select the pay period from the “Pay Frequency” drop-down list. QuickBooks will also require you to select a pay schedule for the employee under the same tab.

Click the “Taxes” button. Under the “Federal” tab enter the information from your employee’s W-4 form.

Click the “State” tab to enter information about the state taxes required in your state, and then the “Local” tab to enter any local taxes required in your jurisdiction.

Click the “OK” button once you completely enter the tax withholding information for the employee.

Click the “Employee” link at the top of the page. Scroll down to “Pay Employees” and then click “Scheduled Payroll.” Choose the scheduled payroll you want to print from the drop-down box.

Enter the date you want to appear on the payroll checks in the “Check Date” text box. Normally, the date you list on the paycheck is your employee’s payday.

Choose the bank you want to draw the payroll checks on from the drop-down selection box. Double-check the bank name and account number before continuing to run payroll.

Check the list of active employees to ensure only employees that are supposed to get paid are listed. Click employees’ names to add or remove them from the active employee list. Click the “Continue” button and QuckBooks will calculate the payroll amount and deductions for each employee.

Click “Print Paychecks” and then select “Print Paychecks” again from the dialog box that pops up on your screen. Enter the first check number to print in the “Print Checks” dialog box and then click “OK.”

Choose the type of check forms you are using in the check style area and click “Print.” All of the paychecks for the current pay period will now print.

  • How to Print Checks in QuickBooks

    One feature of QuickBooks is the ability to print checks directly from the software. The user can pay vendors, employees and general expenses, and can print a single check or multiple checks depending on the need.

    First, select “Write Checks” from the QuickBooks Banking drop-down menu. By default, QuickBooks selects all checks for printing, so if you want to print only certain checks, deselect the boxes next to all the checks that do not need to be printed.

    Enter a check number in the first check number box, if necessary. Click “OK.”

    Select “Print Forms” from the QuickBooks File menu. Choose the check style–Voucher, Standard or Wallet–by clicking the radio button for the appropriate style.

    Choose the bank account to be used for payment. Select the printer name from the drop-down box and the printer type: single sheets or multiple sheets.

    If the printer was previously configured, the defaults should be used.

    Load the blank checks into the printer according to the printer guidelines. From the QuickBooks Banking menu, select “Print.” Once the checks have printed, examine them to ensure they printed properly.

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