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Topic: How To Setup QuickBooks manual payroll?
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AuthorTopic:   How To Setup QuickBooks manual payroll?
Registered User

posted: 3/4/2020 at 9:48:38 AM ET
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If you'd like to do your payroll manually, track it in QuickBooks Desktop. Just remember, you'll need to calculate and enter payroll taxes, and file your tax forms yourself.

Need help running payroll? Sign up for a new QuickBooks Desktop Payroll subscription or reactivate an old account.

Set up manual payroll
Before you can manually run payroll in QuickBooks Desktop, you need to enable payroll inside settings.

Note: Before you set up manual payroll, be sure to update your version of QuickBooks so you get the latest fixes and improvements.

QuickBooks Desktop 2018 or later

From the Edit dropdown menu, select Preferences.
Select Payroll & Employees, then select the Company Preferences tab.
In the QuickBooks Desktop Payroll Features section, select the Full payroll and the Manual Payroll checkboxes.
Select OK.
From the File dropdown menu, select Exit to apply the changes.

AccountsPremier offers supporting services for the various accounting software.

Registered User

posted: 3/16/2020 at 5:14:37 AM ET
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Registered User

posted: 6/24/2020 at 12:16:20 PM ET
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Step 1 – Click Help on the QuickBooks bar, the select QuickBooks Desktop Help.

Step 2 – Search for the manual setup article by typing calculate payroll manually,

Step 3 – Help will display a series of payroll topics, click on the topic: Calculating payroll taxes manually (without a subscription to QuickBooks Payroll).

Step 4 – Help opens the topic window, read the information thoroughly, including the disclosure where Intuit is telling you that if you use manual payroll processing they assume no liability for any improper calculations. [Note: if you have been preparing payroll from tax tables since your first employee you were already assuming all the liability for doing so.]

Step 5 – Near the end of the displayed information, you will find a one sentence paragraph that reads “Set your company file to use the manual payroll calculations setting” (shown in the red box below). Click on the words manual payroll calculations (shown at the blue arrow below) which links you to yet another Help window.

Step 6 – This new help-window displays an additional message asking “are you sure you want to set your company file to use manual calculations?” There is some more verbiage on the screen that is intended to make you think twice about not subscribing to an Intuit Payroll Service. At the very bottom of this window you will see where it says, click here: Set my company file to use manual calculations (as shown by the blue arrow below). If you wish to continue you must click on those words to proceed.

Step 7 – QuickBooks pops-up a message box (highlighted in the red box below) advising that “You must now calculate and enter your paycheck amounts manually. If you currently have an active QuickBooks Payroll Service Subscription, you must call the Intuit Payroll Service to cancel your subscription and avoid future charges.” ClickOK (shown by the blue arrow in the next illustration) to proceed.

Step 8 – Manual payroll processing has now been activated. You may need to turn-on payroll preferences (Edit > Preferences > Payroll & Employees > Company Preferences) if you have never used payroll in QuickBooks.

You will find that ‘Payroll items’ have been added to the List Menu, and you have access to the same type of payroll item functionality that payroll subscription users make use of, with the exception that all ‘figures’ such as tax rates must be entered by you.

Step 9 – Payroll checks and other payroll functionality that had been turned off in your QuickBooks file are now available. NOTE: You must set-up at least one employee before the actual ‘paychecks’ feature is available under Pay Employees.

Step 10 – You can set-up your payroll items, employees and process payroll and payroll taxes in exactly the same way you would if you had a payroll subscription with one exception, you must calculate all taxes manually (using either manual tax tables or tax formulas).

In some cases payroll tax items will generally remain constant, such as the rate for Medicare and Social Security. (Check your tax tables for current rates.)

In other cases you will need to ‘compute’ (with paper tax tables or formulas) the tax to be applied when processing the paycheck, such as Federal Withholding.

In all cases you will want to confirm and/or enter and verify the accuracy of the tax computations you key into the appropriate boxes (shown in red above).

Step 11 – Just remember you are on your own, exactly like you were when you hand wrote paychecks with the only difference being that QuickBooks is posting and tracking the data you enter.

Step 12 – Unfortunately you cannot prepare or print payroll tax forms using “manual payroll”; however, you can easily find the information, within QuickBooks Payroll reports, to prepare those filings manually or enter in an online reporting system such as EFTPS (Electronic Federal Tax Payment System).

While many large businesses may rely on QuickBook’s paid payroll subscription, for most small businesses, this manual option may be the most cost-effective alternative, especially if employee paychecks tend to remain constant from one pay period to the next.

Although there are a variety of payroll options for QuickBooks desktop users, I am happy to say that the ‘manual payroll’ option is still available within the desktop software with these 12-steps.

Learn more about QuickBooks Payroll with the help of QuickBooks Hosting Service Providers

Registered User

posted: 1/24/2022 at 6:29:00 AM ET
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God, I'm tired of looking for the right accountant all the time. In three years, I've had six different specialists working for me, and we don't agree on something all the time. Please advise me on a payroll company.

Registered User

posted: 1/24/2022 at 6:54:56 AM ET
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So much pain in your words. I can understand. When I started my company taxes and set up delivery, I had two problems. And both problems were solved for almost a year. I had a lot of headaches because some of the accountants and I did not agree on the service/price ratio. It was almost the same story with delivery. I drove and delivered orders myself for a while, and there was a lot. Now I've realized that for my own convenience, it's easier for me to go to https://www.payrollindex.com/payroll-services/ and take responsibility for all the accounting part off my hands. After 2 years of doing business, I am glad that I can afford solutions that I am comfortable with.

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