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To display the Prior Payments of Taxes and Liabilities window, follow these steps: 1. From the Employees menu, choose Payroll Services and then Set Up Payroll. 2. In the Payroll Setup window, click option 5, Set Up Year-to-Date Amounts. 3. On the Enter Payroll Amounts in QuickBooks page, click Set Up YTD Amounts. 4. In the Set Up YTD Amounts window, click Next and enter the appropriate dates. 5. Click Next until QuickBooks displays the Enter Prior Payments window. 6. Click Create Payment.
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22 Maintaining Employee Information
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To enter prior liability payments, follow these steps:
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1. In the Payment Date eld, enter the date you made the liability payment. 2. In the For Period Ending eld, enter the end date for the payments you are summarizing. When you process tax forms for a particular tax period, QuickBooks uses this date to determine the amount of tax you have paid. For example, if you are entering a tax payment you made on 9/10/01 for tax you owed as of 8/31/01, enter 8/31/01. 3. In the Item Name eld, choose a Payroll Item. In the Amount eld, enter the amount that you paid for that Item during the time period. 4. On additional lines, choose Payroll Items for other liabilities and enter the amount that you paid for each. 5. (Optional) To summarize payments for another period or for another group of Payroll Items, click Next Payment. Change the date to the end date for the new period and ll in the window. 6. To close this window, click Done.
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Maintaining the Employee List
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Employee turnover is as inevitable as rain on the day you wash your car. And so are changes in company policies that affect payroll. For this reason, the savvy QuickBooks user will want to stay current on the procedures that help keep the Employee List and company payroll information accurate and up-to-date.
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Relationships and housing change, and when that happens, you need to change the information that you have maintained for an employee. To edit employee information, follow these steps: 1. Go to Lists Employee List. 2. Select the employee whose information you want to edit. 3. Click the Employee button at the lower right-hand corner of the Employee List and choose Edit from the pop-up menu (see Figure 22-1). 4. Edit the information about the employee as it appears on the information screens. 5. Click OK to save the changes that you have made. To delete an employee, follow these steps: 1. Go to Lists Employees. 2. Select the employee that you want to delete. 3. Click the Employee button and select Delete from the pop-up menu (see Figure 22-1). 4. Click OK.
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414 Part V Payroll and Taxes
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This is a good feature to remember when you have an employee that takes an extended leave of absence, such as a maternity leave. To make an employee inactive, follow these steps: 1. Go to Lists Employee List. 2. Select the employee that you want to make inactive, and click the Employee button. Select Make Inactive from the pop-up menu. When you make an employee inactive, the employee does not appear on any lists or drop-down menus unless you select the Show All button at the bottom of the Employee List window (see Figure 22-1). When you do so, the special hand icon appears next to all inactive employees.
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You can maintain notes, such as Do not rehire or Up for review and raise, about employees directly in your QuickBooks system. To use the convenient notepad provided for this purpose, follow these steps: 1. Go to Lists Employee List. 2. Select the employee you want to annotate. 3. Click the Employee menu button at the bottom of the list window. Choose Notepad from the pop-up menu. 4. Enter your notes on the notepad. An example is shown in Figure 22-11. You can edit, delete, or print your notepad entries. Some personnel issues just can t be summed up on a single line of a standard form! 5. Click OK.
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