• You must use the same registered copy of QuickBooks Desktop, on the same machine, to process payroll for all companies on a single payroll subscription. • QuickBooks Desktop Payroll can ONLY support one company data file per EIN. Attempts to use multiple company files under the same EIN and payroll subscription may cause errors. • The contact information and payroll administrator for the payroll subscription will be the same for all companies you add to a single subscription. • If you pay your employees with Direct Deposit (DD), you can have multiple companies (separate data files with different EINs) with DD on the same DIY Payroll subscription. • Each QuickBooks Desktop Payroll service has a limit on the number of companies you can add to a single subscription. These limits are based on company data files, not number of employees. ![]() Service Maximum number of EINS QuickBooks Desktop Payroll Basic 3 QuickBooks Desktop Payroll Standard 3 QuickBooks Desktop Payroll Enhanced 3. • If you do not see your own subscription in the list, select Other: I have an existing subscription and a Zip Code and enter your information. • If you do not see the Add to Subscription Number XXXXXXXXXX-[SUBSCRIPTION NAME] radio button, a payroll service has already been validated in the company file. Before you can use your new QuickBooks Desktop software, you need to register (also known as Activate) it with us. Until you register the. Intuit QuickBooks Direct Deposit. Read this guide to learn how to activate and use Direct. You must send your Direct Deposit paychecks to QuickBooks Payroll. Overview After purchasing QuickBooks Desktop Payroll Basic, Standard, or Enhanced, there is still a need to activate the service in your. ![]() ![]() ![]() ![]() • If you wish to add the EIN under your own or current subscription and if you already have a service key in the file, contact us for help in moving the EIN to your current subscription. • Click Next. • When the Review Information window opens, click Next to add the company EIN for no additional charge. • Click Print, or Return to QuickBooks. A Validating Payroll Subscription window opens and the service is added automatically. • Verify the Service Key. • Get the service key of the EIN you are adding. • Use our key tool, or •. Intuit QuickBooks Payroll Services Contact Us. Sign In: By clicking Sign In, you agree to our License Agreement and. QuickBooks Enhanced Payroll requires a supported version of Windows Enterprise Solutions updated to. You may need to register with tax agencies in order to use e. • When you provide the EIN you will be given a unique service key. If you receive updates by disk, please use the automated service key/disk delivery key tool. • From the top menu bar, select Employees > Payroll > Enter Payroll Service Key. • Click Add and enter the service key as one number with no hyphens. • If the company file already has the payroll service key in it click Edit instead of Add, and then enter the service key. • Click Next. • Click Finish. A new Tax Table will be downloaded and payroll functions will be activated in the QuickBooks Desktop company file. If you need assistance in adding or moving an EIN to another QuickBooks Desktop Payroll Basic, Standard or Enhanced account subscription,. Manual payroll There is an alternative to QuickBooks Payroll Subscriptions, it's called 'Manual Payroll'. Recently announced that their most popular payroll subscriptions are going up in cost. This increase in cost will not only impact QuickBooks users, but also who either provide payroll services directly to clients, or assist clients with QuickBooks Payroll. As QuickBooks payroll subscription prices rise, fewer small businesses may decide to move ahead with automating their payroll, they will simply hang-on to those paper tax tables they have been using for the last few years and continue with their manual ways of doing payroll. While ’ spend a lot of time teaching our clients how to use QuickBooks Payroll services, of one type or another, not many of us even bother to let our clients know that there is an ‘old fashioned’ alternative to Intuit payroll offerings. While many small businesses want to automate payroll within their accounting, many cannot afford a payroll subscription, especially in light of other payroll related costs. This article is intended to insure that readers are aware that you can still prepare payroll manually inside of QuickBooks. A large number of mom-n-pop businesses who are starting to grow have been preparing payroll for their few employees using the old fashioned method of looking up tax tables to process payroll deductions and then hand-write or type paychecks. While this may not be the best approach it is still an alternative; however, QuickBooks stopped featuring this ‘built-in’ functionality years ago in favor of promoting payroll subscriptions. But while ‘manual payroll’ is not simply a select it option in the payroll preferences it is still and option both you and your clients should be aware of. If a client doesn’t want to subscribe to a QuickBooks Payroll subscription, their QuickBooks can still be set-up to allow them to process manual payroll. To turn on ‘manual payroll’: Step 1 - Click Help on the QuickBooks bar, the select QuickBooks 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.” • Click on the words manual payroll calculations (this 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, click here: Set my company file to use manual calculations. If you wish to continue you must click on those words to proceed. Step 7 - QuickBooks then displays the message shown in the title of this article. “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.” (Once again it seems to be all about payroll subscription revenues.). Step 8 - Manual payroll processing is now active. 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. 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 you 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. 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, you need to prepare those filings manually or enter in an on-line reporting system such as EFTPS (Electronic Federal Tax Payment System). It is hard to truly judge the value of the manual payroll option over a subscription; for larger businesses one can expect that a payroll subscription will almost certainly be more cost effective than the task of having to use tax table look-up for each payroll as required by this process. On the other hand, for a small one or two man shop, this option may just be the alternative that their small business needs, especially if their paychecks tend to remain constant from one pay period to the next. In these cases you as a QuickBooks ProAdvisor can provide a meaningful service to your client by insuring that they are aware of this 'manual payroll' alternative which remains as 'hush hush' as QuickBooks can keep it. Tags by August 10, 2013 2:03 PM Comments (23). I think they've changed. We're just moving to QB 2016 and will be turning on the full payroll service in January. The amount for the enhanced service is $22.75 + 2 per employee if billed annually, which is about 1100 a year. I know that seems like a lot, but we're currently paying ADP more than twice that. They bill us every pay period about $130-140! And that doesn't even include processing W2's at the end of the year. We're using the manual portion of payroll in QB right now, and so far so good. Bridgett more than 1 year ago. Thank you so much! I was at the end of my rope! I am the bookkeeper for my church, and manual payroll calculations have served us well for years. We recently made the decision to change our fiscal year, so I set up a new company to use going forward. I exported/imported the chart of accounts and vendors, but the whole payroll section had me stumped! I could not see the Payroll Item List, and the entire Employee section on my new home page was blank. I checked everything I could think of between the old and new companies, and everything matched. I didn't know where else to look, so you can imagine how relieved I was to find this article! The directions matched word for word, and it worked! I have what I need to continue. Thank you for your time in making these steps known and available to the user community! Elaine more than 2 years ago. Manually Calculate in Excel, suggestions Hi, thanks for this article. I have been using Excel for years to manually calculate my taxes, which I then enter into QB. Do you have any suggestions for existing free Excel payroll calculator templates or something similar? My spreadsheet isn't the most efficient, but it does calculate everything I need as well as create reports for monthly liability taxes, 941 quarterly taxes and w-2's (I use these reports to compare to QB to make sure that I haven't missed anything). Thanks again! Julia more than 2 years ago. Quickbooks Payroll I am very disappointed with the purchase of Quickbooks. I previously made my own spreadsheets for payroll. I do not want the service just a way to generate more concise reports. Impossible with Quickbooks. This program is out to punish the one who does not purchase the service. It doesn't work with manually entering payroll. I have spent an entire day wasting my time trying to get it to work - I am reverting back to my homemade spread sheets - easier, accurate, and I can generate what I want for a report. Sorry Quickbooks but you are not the program you think you are cracked up to be - again money is the game. Jane more than 3 years ago. Manual Payroll Unfortunately I have the same problem as the previous person. When I go to Help and type Manual Payroll then select 'Calculating payroll taxes manually (without a subscription to QuickBooks Payroll),' there is no option on the end of the displayed information, where I can find a one sentence paragraph that reads “Set your company file to use the manual payroll calculations setting.” I use to have Payroll for 2012 but did it manually in Excel for 2013, then transfer the info to QuickBooks Premier. I did go to Preferences and turned on No Payroll feature. By the way this is Canadian Payroll. I set up 2 Categories: 1. Payroll Liability with sub categories: CPP & EI for company and employee and federal tax. 2. Payroll Expenses with sub categories: CPP & EI for company, Hourly Wage and VacPay Accrued Expense Any comment will help. Thanks Pola more than 3 years ago. You are correct-- You must have payroll turned on under preferences to make use of any payroll functionality in QuickBooks. Because one consideration in writing this article at this time had to deal with recent price increases in QB Payroll products, we felt advising our readers of the fact that 'manual payroll' is still an alternative and most of them would already have payroll preferences activated. Thanks for reading Intuitive Accountant, and thanks for your comment! Murph insightfulaccountant.com more than 4 years ago. One other alternative is to buy Enhanced Payroll free after rebate at Staples through 8/17 Another solution for businesses with 1-3 employees (which is a majority of my clients in Seattle that I set up, review, and train one-on-one including both Intuit and manual payroll) would be to buy Intuit's QuickBooks Enhanced Payroll (1 year subscription) at Staples, free after rebate through 08/17/13. You are responsible for any use or sales taxes. You can even order it online. Staples also has a rewards program that gives you 5% back. Keith Gormezano more than 4 years ago.
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