How to Create Paychecks and Pay Liabilities in QuickBooks

A. To Create Payroll Checks in QuickBooks®

1.     From the toolbar, go to Employees > Pay Employees. (In QuickBooks 2006 or later, you can go to Pay Employees from the home page.)

2.     Make sure the Check date and Payroll End dates are correct

3.     Put a checkmark next to each employee you wish to pay.

4.     Click on Create, which will bring you to a screen to enter Hours, review Withholdings, etc.

5.     Make sure the Pay Period is correct and that all the information for the check is correct.

6.     When you’re done, click Create.

7.     You will be back at the original screen. From here, click Print Paychecks.

8.     From the toolbar, go to File > Print Forms > Paychecks.  The checks you created should be there.

9.     Make sure your first check number is correct, and then print!

B. To Pay Payroll Liabilities (After Each Payroll or Monthly)

From the toolbar, go to Employee > Process Payroll Liabilities > Pay Payroll Liabilities. (In QuickBooks 2006 or later, you can go to Pay Employees from the home page.)

1.     Make sure the dates are correct for the payroll period in the Show Payroll Liabilities box.

2.     Put a checkmark next to the items you wish to pay. For your Federal Tax Deposit, check Federal Withholding, Medicare Company, Medicare Employee, Social Security Company, and Social Security Employee. If you are also paying State Withholding, put a checkmark next to [State] Withholding. Remember, you only pay state unemployment at the end of the quarter, and you only pay the federal liability at the end of the quarter if your liability is $500 or more. For QuickBooks 2006 users, you should set up deposit frequencies for all of your withholdings from within the Payroll Center.

3.     Verify the figures are correct and click Create. It will bring you to Write Check and you can print the check(s) from here. If you are using the EFTPS/EFT System to call in your deposits, simply remove the check number. And enter EFTPS or EFT and uncheck the To be Printed box. Click Record and your payment will be recorded in the register.

For more detailed information and a table with due dates, name of liability, where to pay, etc.., contact ETR at 208.525.8813 or etr@etrdirect.com