To populate the Payroll Register and generate net payroll checks to company employees, you must set up the employees on the Employee Setup tab of the Payroll screen. You can either enter employees on the tab, or import employee information from QuickBooks, Peachtree, or from a properly-formatted Excel spreadsheet to save time and effort.
You can also delete employees for whom you have not entered transactions from the Employee Setup tab.
You can access the Employee List tab on the Payroll screen or the Employee List Report available from the Company Reports screen to view information for all of the employees you have defined for this company.
To set up, edit, or delete employees:
1. Select Payroll from the Company menu to open the Payroll screen, and select the Employee Setup tab.
If you have not entered any employees, the fields on the tab are blank. If some employees have already been set up, the fields display the existing information for the first employee, alphabetically.
You can use the left and right arrows in the Select Employee panel to page through existing employees (in alphabetical order).
2. Click Import to import a list of employees from another application, and select the source of the employee information (QuickBooks, Peachtree, or an Excel spreadsheet) from the drop-down list.
The Import Employees dialog appears.
3. Navigate to the file to import in the Import Employees dialog and click OK.
4. Click Add to create a new employee, or use the Select Employee drop-down list to select an employee to edit.
Important! You must click Add to enter a new employee. If the Employee Setup tab displays an existing employee's record and you enter new data in the tab and click Save, the existing employee's information is overwritten and no new employee is created.
5. Enter or edit an employee number for the employee in the Employee # field.
This number is a unique identifier for the employee.
5. Select the department to which to expense the employee's paycheck from the Department drop-down list, if applicable.
This field appears only if you have selected the Departmental Accounting option on the Preferences tab of the Company Setup screen and set up departments on the Departments tab.
6. Enter the employee's full name, address, and Social Security Number in the appropriate fields.
The First Name and Last Name fields are required to create the employee.
7. Use the Salary Account drop-down list to select the account to which to expense the employee's payroll, and click the FICA Exempt checkbox if FICA withholding taxes are not computed for this employee.
8. Select the Corporate Officer checkbox to indicate that this employee's payroll is expensed to your Officers' Salary account, and click the Sales Representative checkbox to enable this employee as a sales representative.
This allows the employee to be selected as a representative on customer invoices and credit memos.
9. Select the Inactive checkbox if the employee is not active (for example, if the employee is seasonal and not working at this time).
Employees are designated as Active by default. If you select the Inactive checkbox, you cannot write a check for this employee.
10. (Optional) To delete an employee, select the employee from the Select Employee drop-down list and click the Delete button at the bottom of the tab.
You can only delete an employee for whom you have not entered any transactions.
11. Click Save to save your entry and remain on this screen, and click Add to enter another employee record.
You must save your entries on this tab before moving to another tab of the Payroll screen.