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Use the Enter Payroll Information window

enter payroll information window

The Enter Payroll Information window is primarily used to view the list of employees you're paying, select the employees to pay from that list (if you're not using payroll schedules), quickly review their hours worked, and make changes in the window itself, if necessary, without opening individual paychecks. You can also group your list of employees by selecting different sort criteria.

How do I use the Enter Payroll Information window?

The table in the Enter Payroll Information window is to help you review your employees' paycheck information and add or make changes quickly, without opening their paycheck details. Type directly in the table to enter or change a number or amount. For example, if hours are wrong for an employee, you can quickly change it from here and QuickBooks updates the Total Hours for you. When you change an employee's paycheck information and move away from that row, QuickBooks saves the information and changes the background for that employee row to yellow to remind you that you have made changes. To undo changes and revert the paycheck to its original values, right-click on the row and click Revert Paycheck.

Important: Each earnings item column name is the name you gave the payroll item when you set up payroll items. For example, if you set up a payroll item called Hourly Rate, all you need to enter in the column is the number of hours worked.

For example:

For hourly wage items ... Enter the number of hours worked in this pay period.
For salary wage items ... Enter the number of hours worked in this pay period, if your local or state jurisdiction requires you to track salary hours for tax reporting purposes or if your business tracks salaried hours for sick and vacation accrual purposes. However, if you do not track time for salaried employees, use the Show/Hide button to hide this column. Note: Hours entered in the salary column do not affect the amount of pay. This information is used for tracking and reporting purposes only.
For vacation wage items ... Enter the number of vacation hours in this pay period, if applicable.
For sick wage items ... Enter the number of sick hours in this pay period, if applicable.
For bonus pay items ... Enter a dollar amount, if applicable.
For commission pay items ... Enter a dollar amount, if applicable.

Why can't I see all my payroll items?

The columns in the Enter Payroll Information window represent the payroll items that you've set up in the employee's paycheck or record. Because of space limitations only 12 columns (not including the Checkmark, Employee, and Total Hours columns) are displayed the first time you open the Enter Payroll Information window, so if the number of payroll items exceeds 12, you won't see all the items the first time you open this window.

  • If you have already created the payroll item and it doesn't appear in the Enter Payroll Information window because the number of payroll items exceed the number of columns that display, you can choose to show the column that you want to see by using the Show/Hide button.

    Note: Payroll earnings items that are hidden in the Enter Payroll Information window are still used to calculate paychecks if these items appear in employees' paychecks. You can't remove the Checkmark column, the Employee column, and the Total Hours column.

    If you chose to display other payroll items that are in the employee paychecks or when you sort columns, additional columns that you choose appear. Because of space limitations, you might not be able to view the information in all the columns without resizing columns. To be able to view the information easily, you might want to remove columns that you don't want to view using the Show/Hide button.

  • If the payroll item you need does not appear because it doesn't exist, you can add it to the employee's paycheck or record.

    To add a payroll item in the employee's paycheck: In the Enter Payroll Information window, click the employee's name or click Open Paycheck Detail (to open the first paycheck in the stack, then click Save & Next to navigate through the stack). In the Preview Paycheck window, add the payroll item to the employee's paycheck.

    To add a payroll item in the employee's record: See the topics for changing payroll information for employees, if you're using Assisted Payroll or if you're using Basic, Standard, Enhanced, or no payroll service.

    Important: Intuit no longer accepts new subscriptions for Standard Payroll, but continues to support existing users of this service plan. Standard Payroll subscribers may want to Go onlineexplore other payroll service plans designed for QuickBooks users.

    To add a common payroll item in all the employee records: Set up a payroll item using Payroll Setup or the Payroll Item List menu.

See also

How do I add or remove a column?

To do this task

  1. Start paying your employees.

    If you're using payroll schedules, create paychecks using a payroll schedule.

    If you're not using payroll schedules, create paychecks using Unscheduled Payroll.

  2. In the Enter Payroll Information window, click Show/Hide Columns.

    Note: If the Show/Hide Columns button is grayed out, you need to add payroll items.

    Adding a wage or compensation item:

    1. In the Earnings section of the paycheck, click to start a new line, then click the drop-down arrow.

    2. Select an item from the list or click to add a new one.

    3. Enter the Rate and Hours. You can enter other optional information like WC Code and Customer:Job, if needed.

    Note: Overtime Pay payroll items must appear in the Earnings table below the earnings item on which the overtime rate is based. Why?

    Adding an Other Payroll Item

    1. In the Other Payroll Items section of the paycheck, click to start a new line, then click the drop-down arrow.

    2. Select an item from the list or click to add a new item.

    3. Enter the Rate and Quantity.

    Adding "other tax" payroll items

    You can't create new "Other tax" payroll items by adding them directly to a paycheck. You must first add them to the Other" tab of the Taxes window on an employee record. Then they'll appear on the employee's paycheck.

    What do I need to know about adding other taxes to an employee's record?

    The Available Columns list shows all the payroll items that you can choose to display, and the Chosen Columns list shows all the payroll items that appear in the Enter Payroll Information window. If you don't see a payroll item that you require under the Available Columns list, you can add the payroll item.

  3. To show a column, click to select the column from the Available Columns list and then click Add.

    To hide a column, click to clear the column from the Chosen Columns list and then click Remove.

    Note: Removing an item using the Show/Hide - Enter Hours window simply hides the column in the Enter Payroll Information window, but it's still used to calculate paychecks if there is a value associated with the item. If a payroll item exists in an employee's paycheck that is being used to calculate the employee's paycheck, but you choose not to display it in the Enter Payroll Information window, the item is still used to calculate the paycheck and affects the Total Hours column.

  4. When you've finished selecting the columns to display, click OK.

See also

How do I see my employees' paycheck details?

You can view and make changes to the details of an employee's paycheck in the Preview Paycheck window by clicking the employee's name from the list, or you can click the Open Paycheck Detail button. The first selected employee's paycheck appears when you click the button. Click the Save & Previous and Save & Next buttons to go through the paycheck stack.

Note: The Open Paycheck Detail button is grayed out until an employee is selected to be paid (unless you're running a payroll schedule, in which case all the employees assigned to the schedule are selected by default). You select an employee by clicking in the Checkmark column in the same row as the employee's name.

How to use the Preview Paycheck window?

Why can't I add or change information in a gray cell?

Gray cells in the Enter Payroll Information window mean that you can't edit them. You can't directly type information in these cells. Gray cells appear because:

  • Not all payroll items apply to each employee. The payroll item might not exist for one employee, but the column appears because it is used in another employee's paycheck. If a column is for a payroll item that applies to one employee but not another, the cell is gray for the employee that doesn't have that payroll item in their employee record.

    How do I add this payroll item to the employee's paycheck?

  • Gray cells that have a blue number represent a sum total of the same payroll item, used multiple times at different rates (for example, you might pay the same employee an hourly rate of $10 for one job and an hourly rate of $25 for another job). To change the blue number in a gray cell, make your changes in the Preview Paycheck window by either clicking the employee's name and opening that employee's paycheck or by clicking the Open Paycheck Detail button and then navigating through the stack of paychecks of the employees selected for this payrun by clicking Save & Next.

    How do I make changes in the Preview Paycheck window?

    Note: You can't enter hours in the Total Hours column. It updates automatically when the number of hours change.

  • You can't add or change the information in the columns that appear when you click the Sort By drop-down arrow. You can only change the information that appears in these columns from the Employee record.

See also

Why aren't all my employees listed in this window (scheduled payroll)?

Only those employees you have assigned to this payroll schedule appear in the list of employees for this scheduled payroll run.

Terminated employees will also not appear in this list of employees after their release date has passed.

  • How do I add an employee to this payroll schedule list?

    If you didn't assign a payroll schedule to an employee during the Payroll Schedule Setup process, you can do so from the Employee record. How do I set up a payroll schedule?

    To do this task

    1. Click the Employee Center icon and then click the Employees tab.

    2. In the Name column, single-click to select the employee who you want to assign the schedule to.

    3. Double-click the employee's name or click Edit Employee.

    4. Click the Change tabs drop-down arrow at the top of the window and then click Payroll and Compensation Info.

    5. Click the Payroll Schedule drop-down arrow and then click to select the payroll schedule that you want to assign this employee to.

      The Pay Frequency field is updated accordingly.

      Note: The Pay Frequency field becomes read-only after a payroll schedule is selected. You can update the Pay Frequency before you assign a payroll schedule.

      If you don't see a payroll schedule you want to assign to this employee, click to set up a new payroll schedule.

    6. Click OK.

    See also

  • How do I remove an employee from a single instance of a pay run?

    You can remove an employee from a payroll schedule run just the one time or you can remove the employee permanently from a payroll schedule and reassign the employee to another payroll schedule.

    Remove an employee one time from a single scheduled payroll run

    1. If you don't want to pay an employee for a pay period, click in the Checkmark column next to the employee's name to remove the checkmark.

    2. Repeat for each employee you want to remove from this pay run.

      Note: All employees who are assigned to this scheduled payroll run appear checked by default.

    Remove an employee permanently from a payroll schedule

    To permanently remove an employee from a payroll schedule, reassign the employee to another payroll schedule.

    Note: If you terminate an employee and choose to make the employee inactive, the employee no longer appears in the employees list for the payroll schedule after their release date.

Why are all my employees listed (unscheduled payroll or termination payroll)?

When you run Unscheduled Payroll, all your employees show up in the employees list in the Enter Payroll Information window. This is because Unscheduled Payroll is outside the regular payroll run, so it might affect any of your employees.

If you pay your employees without setting up payroll schedules, all your employees show up in the employees list as well because you haven't as yet assigned payroll schedules to employees.

Terminated employees don't appear in this list after their release date has passed.

How do I sort the list in this window?

Use the Sort By drop-down arrow to add selected columns and sort the list of employees by your chosen criteria.

See also

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