Workers’ Compensation Report in QuickBooks Desktop – Features of Dancing Numbers for QuickBooks Desktop

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Once the logo is selected, QuickBooks copies it into the folder where /17275.txt company file resides. Selecting Always or Ask and then assuming the QuickBooks user responds positively when asked, will cause QuickBooks to update the Cost field in the item setup window. Now, the software does it automatically.
 
 

Workers and employees QuickBooks Desktop Payroll US.Learn How to Track Workers’ Compensation in QuickBooks

 

Overview Details Related Articles This article explains how to change an employee’s local taxes. Note: If you have Assisted Payroll, you will need Overview Taxable fringe benefits affect the employee tax forms. These amounts also affect the employees’ gross income amounts, which in turn affect the If an employee’s paycheck has an incorrect amount calculated for state Learn what to do when an employee’s paycheck has missing timesheet information.

Are trying to create an employee’s paycheck, but the data from the timesheet Learn how to create and print timesheets for paychecks. Do you want to include timesheet data on your paychecks? If you have set up QuickBooks for Time Need to make changes or updates to your accounts or subscriptions?

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Get Support Call Now. Chat Now. Close X. You can choose to display messaging for worker’s comp in Quickbooks. So if you’re setting up the feature in the middle of the year, you won’t capture all the information you need for an audit. Rather, you will have only captured part of the information in that year. When you visit the site, Dotdash Meredith and its partners may store or retrieve information on your browser, mostly in the form of cookies. Cookies collect information about your preferences and your devices and are used to make the site work as you expect it to, to understand how you interact with the site, and to show advertisements that are targeted to your interests.

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Payroll Journal Entry For Quickbooks Desktop – Ihsan Engin Bal – QuickBooks Tips to Make Workers’ Compensation Audits Easier

 

The memo used in the on-screen check stub is shown here as the default description for the invoice. It can be overridden. Since there is no price entered on this particular service item Blueprint Changes , the cost is suggested. A different price could be entered on the invoice. The invoice has been created without any alterations from the check we used to pay the expense.

It only took seconds. Typically thought of as a feature for contractors, Estimates in QuickBooks are near-necessary forms for any company that is project oriented.

Estimates are non-posting, just like sales orders. The QuickBooks user can create as many as they like and the accounting numbers are unaffected. Most often, estimates are thought of merely as a way for a contractor to convey the cost of a project to a customer. In QuickBooks, they are far more than that.

One result is a detailed report of the ongoing performance of the job. Inventory would be a good example where QuickBooks needs to know each item purchased and sold. In the case of inventory, QuickBooks requires the use of an expense type of account in item setup. There are other times when both expense and income needs to be tracked by item. In these cases, either a service type or a non-inventory part type item is usually created. Examples requiring this kind of setup would be any company that tracks activity by job or project.

Besides contractors, this could include architectural firms, engineering firms, and the like. For our example, we will use the sample company Rock Castle Construction, a building contractor. With this setup, QuickBooks will know which account to use depending upon what type of form is selected for a transaction. Checks and bills will cause it to use the expense account, invoices and sales receipts will be posted to the income account. Using the Expenses tab in transactions will prevent this comparison.

In the last post, we set a payroll item to deduct a wage garnishment for an employee in the sample QuickBooks file. Now, we want to do further setup, allowing us to automate the wage garnishment process, just as the rest of the payroll process is automated. Navigate to the Employee Center. Select the employee. In our case, the employee is Gregg Schneider. The above screenshot shows the Payroll Info tab.

The Earnings items for this employee are listed in the left-hand section. A dropdown list in available on the rows of this section. The dropdown list will show the payroll items available. In the case of this screenshot, we selected the wage garnishment item we set up for Gregg Schneider. That process was detailed in the last post. You can see in the graphic the payroll item for the garnishment added and the effect that has on the net paycheck. The amount withheld is posted to the liability account specified when the payroll item is created.

This can be setup as a scheduled liability just as tax amounts from paychecks can. You will have to complete that step yourself. We setup the payroll item with a vendor name and the number that identified this case to the agency. When the liability check is created, those pieces of information will be there automatically. Those who do payroll in QuickBooks will find it necessary from time to time to create a payroll item.

One of the most common is when a wage garnishment order for an employee is received. Either select the Payroll Item button in the lower left, or right-click your mouse anywhere within the actual list itself.

In this post, we will use the Custom Setup method. It allows us more flexibility setting up the item. You can see the many types of payroll items that can be selected in the graphic above. While the examples for the type selected suggest union dues, retirement plans, etc. So, we will choose Deduction as the payroll item type. The next window in the wizard wants a name for the item. If you create a wage garnishment item for each wage garnishment order received, you will be able to create the checks to disburse the withheld amounts more easily.

Gregg Schneider is the employee whose wages will be garnished. This screen allows you to specify the agency for payment of the withheld funds. It also contains a field for the number that identifies your employee to the agency. This is why we created the payroll item for only one specific garnishment order. Otherwise, this information could not be filled in here.

There is also a field for the liability account QuickBooks will use when creating paychecks and withholding the specified amounts. By default, QuickBooks will suggest Payroll Liabilities. Using an account like Wage Garnishments Payable allows much better tracking of the amounts coming in and going out of the account. The Tax Tracking Type window is critical. For our purposes, a wage garnishment does not affect taxes. None is the correct choice. The next window not shown will allow very specific setup of the effects the new payroll item will have on tax withholdings.

Generally, if you feel something in that window needs to be changed, you should seek professional payroll advice from your accountant or bookkeeper. Rarely would anything in that window need to be altered. If the payroll item were to be based on quantity, like mileage, we could specify that in this window. The last window in the setup process allows us to set a default rate.

This can be either a dollar amount of a percentage. QuickBooks has a little-known tool known as Loan Manager. With this tool, you are able to setup and track payments on a loan. You can create amortization schedules. Once the information on a new loan is available it can be setup in QuickBooks. Create the Long Term Liability account on the chart of accounts first.

Then, be sure the vendor name has been added to the vendor list and the account balance entered into the long term liability account.

These actions must be done before setting up the loan in Loan Manager. Once this information has been entered, select Loan Manager from the Banking menu.

The following window appears:. Complete the information in the various fields. Remember that the Account name and the Lender must have been setup before opening Loan Manager and then selected from the drop-down lists available in both of those fields.

Complete the fields as shown. The Origination Date of the loan is the date the loan was created by the financial institution and funds disbursed, not the date of the first payment. You should have a screen that looks much like the one above.

An escrow payment would be an additional amount over the payment. Think of a mortgage escrow that will pay things like insurance and property taxes for the property owner. Most loans will not have an escrow account. Enter the interest rate and the compounding period. Enter the QuickBooks bank account from which the checks for the payments should be written.

The interest expense account will be selected from the dropdown. It will be an expense type of account on your Chart of Accounts. Enter an account for any fees and charges if there happen to be any, and your setup is complete.

When you click on finish, your screen will look similar to the one below. The above screenshot has selected the Payment Schedule tab in the lower part of the window. This shows the amortization schedule for the loan that you just created. Your loan is now complete. Click on the Close button. You will see a screen like the one above. If you have more than one loan setup, you will see all of the loans listed in the Loan List window.

Select the loan for which you want to make a payment. You will see a window similar to the one below. Most of the information is already on the screen. QuickBooks knows this information from the original setup of the loan.

If you need to, you can edit some of the fields shown. Normally, you will want to accept what QuickBooks presents to you.

In the Payment Method portion of the screen, choose whether you want to write a check for the payment or enter a bill. If you select Write a Check as the lesson does here, you will see the following screen when you click OK. Any details on the check can be edited, such as the date. Otherwise, the payment is ready to go. Be sure the check number is correct if writing the check by hand. If printing a check, be sure that box is checked.

You have now recorded your payment with amounts recorded to interest and to the loan balance. It will be easy for the payments to follow the amortization schedule if you always use loan manager to make payments. Also, your profit and loss reports will be more accurate since the correct amount of interest expense will be recorded. There are times when, in order to purchase from a supplier, a payment must be made in advance. Here we will examine the simplest solution from a QuickBooks perspective.

This solution does not meet the criteria that a CPA would need to use in order to present financial statements. They would need to make an adjustment for that purpose. But for ordinary day-to-day functioning of the QuickBooks file and the needs of the vast majority of QuickBooks users, this solution works best. The check is made out to the appropriate vendor. The account to post to is Accounts Payable. Note also that in the Customer:Job field, the vendor name is entered here as well.

This credit can then be taken against the bill once the product or service is received and the vendor invoice entered. Once that happens, the highlighted area in the lower right appears. Click the Set Credits button, accept the credit to be applied by clicking Done, and the Pay Bills window will appear as below. The bill payment check for McClain Appliances can now be completed as normal. The check will clear the balance in their vendor account. All the transactions will show as closed.

There are a number of ways to handle deposits. These would be payments a customer would make before an invoice was created. We will describe two such methods in this section. The easiest way is to just receive the customer payment as normal.

When the customer is selected in the Receive Payment window, be sure no invoice is selected. Most of the time, there will be no open invoices for QuickBooks to list in this window. But, if there are, just make sure none of them are selected. Save the transaction. QuickBooks make ask in a popup message if you want to apply the payment to an invoice or retain it as a customer credit.

Retain as a customer credit. At some point, an invoice is created for the customer. QuickBooks will present an option to apply existing customer credits to the invoice. If that option is selected, the invoice will be partly or completely paid. Some businesses prefer the see the balance for customer deposits on their financial reports. Technically, this is the accepted accounting technique.

If this is the solution you refer, begin by creating an item to be used for customer deposits. It is important that the account used in the item setup is an account used only for this purpose. Name the account in a way that makes sense to you, the QuickBooks user, but be sure it is setup as an Other Current Liability type of account in QuickBooks.

For most people, the payment associated with this sales receipt will post to Undeposited Funds and can be deposited to the bank as normal. The customer deposit will show on the balance sheet as a liability for the company. If many deposits are taken over time, it may be difficult to distinguish which customers have outstanding deposits and how much those deposits are. Double-click on the Customer Deposits line on the balance sheet.

Change the resulting transaction report to include a greater date range, perhaps All. Who still has an outstanding deposit in the above report? While examining the report line by line and manually calculating the amounts, there is an easier way. Change the Total By field from Account list to Customer. The report shows at a glance the customer deposit total for each customer. As mentioned, these customer deposits do not show in QuickBooks as customer credits.

Accordingly, another way must be used to credit them against customer invoices as the sale is made. At the appropriate time, the invoice for the sale is created, Add a line using the customer deposit item and a negative amount to subtract the customer deposit amount from the invoice total. As you can see from the screenshot of the filtered report earlier, Chris Baker is one of our customers.

He is shown on the report with a net zero amount as a customer deposit. QuickBooks has added some useful features. QuickBooks has always had the ability to customize letters using data, like customer names, balances, etc.

What QuickBooks does is add a layer of automation that may save you time. The reason you may want more than one mailing list is that you may not treat all your customers the same. You might choose wording in a reminder for one group of customers different from the wording you would like to use with another, perhaps less trusted, group of customers.

You can have one and all or most of your customers can be included. In the screenshot above, you can see the steps in the reminder setup process. We have created a reminder, 1 day after due date, in the first window. The second window to the right , allows us to edit the text that should be included in the message emailed to the customer. Bracketed test like this indicates data that will come from QuickBooks. Invoice number is filled in a couple of lines above.

In the body of the message you can see where QuickBooks will pull information from the company file like invoice total, company information, etc. You can include additional fields of custom info by clicking on the Insert Field button in the lower right, selecting the data field you want, and placing it in the message. There are some new preferences that control how the feature works. As you can see from the above screenshot, we can turn Payment Reminders on or off.

We can tell QuickBooks when to remind us and how often to look for customers that meet our mail list criteria. Each day QuickBooks scans our customers and the status of their open invoices. If it finds a customer that is on the mailing list we specified at the beginning of this process AND that customer has an invoice that is unpaid, but was due yesterday, QuickBooks will notify us at the day the invoice becomes delinquent.

If we decide to send the reminder, we are presented with the following screen. If we have set everything up the way we would like this feature to function, we should only have to click Send Now and the message is sent, hopefully to generate some action on the part of our customer. Using discounts on a more regular basis or as the normal price for certain customers, Price Levels will offer an easier solution.

Price Levels are found on the Lists drop down menu. You will see the above window. Name the price level so it can easily be identified.

Set whether the price level is an increase or a decrease over the price set in the Item List. Then round in a way you wish prices to appear on your customer invoices. The completed Price Level is shown in the above graphic. The rounding has been set so discounted prices will show as whole dollars. There are many options for rounding.

Prices can be specified to end in. A powerful feature in the use of price levels is assigning a certain price level to a certain customer. To specify that a certain customer should receive a certain price level, access the Payment Settings tab in the customer edit window. Now, without the need for a discount item, the lower price comes up automatically for this customer. You could alter the pricing or units of measure to make these two examples come out the same. But, this is a good illustration of how using different methods can yield different results.

The Premier level of QuickBooks offers an additional option to price levels. Per Item price levels. But, a Per Item price level can apply to specific items rather than all items. Discounts are common in many businesses. Discounts for special events, special customers, or special payment terms. Just as there are a variety of reasons for granting discounts, there are various ways to create them in QuickBooks. We can create a Discount type item.

Cases where a discount is always granted a certain customer, or a discount is given to reward early payment are more efficiently handled in other ways. The above screenshot shows the setup screen for a Discount type item. The following screenshot, shows the item setup screen after all the pertinent information is entered. You must decide if the item, by default, is taxable or not.

If using the discount item to reduce the price of taxable items, and the discount item is set to a non-taxable code, sales tax will not be reduced by the amount of the discount. The taxable merchandise will compute sales tax at the before discount sales amounts.

Setting the discount item to taxable, would then cause the discounted items to accrue sales tax at the discounted price. Another setting is the account from the chart of accounts to which the discount item will post. There are two common designs. One, the discount posts to the same income account as the items you normally sell. Or, two, you can create a special income type account to track the amount of discounts. In the graphic of the Discount item, this latter approach was used.

The discount amount will post to an income type account entitled, Discounts Given. The use of Discount type items can often be enhanced by adding a subtotal after the discount showing the net price. You can see that adding the subtotal line makes this appear a little better to your customer. They now can see the price of the merchandise before sales tax. This becomes critical for more complex invoices.

For example, perhaps several lines need to be discounted, several lines do not. The discount item in QuickBooks discounts the line immediately above it. In order to discount the entire amount, use a subtotal item on line four, then the discount item on line five.

Now the discount will apply to the entire amount. Forms like invoices can be customized in QuickBooks to a much greater degree than many realize. One of the many customization options available is adding a company logo. A logo can be added to invoices, sales orders, credit memos, purchase orders, reminder statements, estimates, and sales orders. When customizing forms in QuickBooks we are working with templates. This list will show all the saved templates in your company file.

You can edit some of them. Some, the defaults that come with QuickBooks, can be easily copied and then edited. Another way to edit an existing template is to open it.

Then, from the format tab of the ribbon, select Customize Data Layout. After either selecting a template from the list and choosing edit, or clicking the customize icon from the form itself, a screen opens with many options.

Along the bottom of the screen are several buttons. One is labeled Basic Customization. Choose this button. You can see in the screenshot the checkbox that tells QuickBooks you want to use a logo. Once that is selected, click the Select Logo button to navigate to the location on your computer where the graphic file of the logo exists.

Once the logo is selected, QuickBooks copies it into the folder where the company file resides. The name of the graphic file now shows next to the Use logo checkbox. QuickBooks has also placed the logo on the invoice template. You can see that in the Preview panel where the arrow is pointing. We may not be happy with the placement.

To change that, we would click on the Layout Designer button. In Layout Designer we can drag text and data boxes to the locations we desire. We can also change the way some of the information shows. In the end, we can create something that looks more like this:. A fact that many QuickBooks users do not know is that various forms used in QuickBooks can be customized. There are two ways to access this capability. The other is from the window of the form itself.

The above graphic shows the window for creating a new invoice. Look at the second arrow. It points to the field that identifies the template being used for this invoice transaction. This field will always be available on any transaction window where the form can be changed or customized.

The template can be changed at any time. It will not change the transaction. It is merely a different way of viewing the same transaction.

The top arrow points to an icon on the Formatting tab of the transaction window ribbon. This icon will open the customization options for this template. Above is the window that opens when selecting the Customize Data Layout icon. For this simple change, we will select Basic Customization. For that, we will select the Layout Designer button seen at the bottom of the above screenshot.

Below is a screenshot of the layout designer, scrolled to the bottom of the invoice template, showing the new company telephone number data field. The boxes can be selected and dragged, using the mouse, to the location desired. In this example, we will drag the phone number boxes to appear just under the company address. Then we will delete the label field. That is the box containing the word Phone. The other field, the one filled in with sample data, is the data field.

We will drag that into position and click on the Properties button at the top of the window. From this window, we can create a number of changes. The font can be changed to match the address. The borders can be removed. The data can be left justified to match the margin of the address. This is a small example of a simple change one can make to customize their invoice form. Sometimes people are confused about sales tax items vs. A simple way to think of it is this: the sales tax item computes how much sales tax, the sales tax code tells QuickBooks whether something is taxable or not.

There are two different lists. Sales Tax Items are on the Item List. So, sorted by item type most common , you will scroll to the bottom of the list to find sales tax items. While the tax code can be set on the sales form by changing what appears in that tax column, the field auto-fills from other settings in QuickBooks. It depends on what customers and what items may be taxable.

The above item, Light Pine Cabinets, is set as a taxable item. QuickBooks will normally compute sales tax on it when sold. That is, unless it is sold to a non-taxable customer like Kristy Abercrombie who we used to demo sales tax setup for customers. In that case, QuickBooks will follow the customer setup and make the item non-taxable. So, the sales tax codes serve two very useful functions.

First, they tell QuickBooks whether or not something is taxable. If set up to do so, sales tax codes will also tell QuickBooks why something is not taxable. To accomplish that, one needs to create a non-taxable sales tax code for every reason a product might be exempt from sale tax.

By setting up the sales tax codes needed in your business and using them, more information is available to you at the time of creating the sales tax return. The Sales Tax Revenue Summary report, will show sales for the period by sales tax code. The report will then show the amount of sales for taxable, how much for labor, how much for resale, and so on.

If you have multiple reason a sale might not be taxable, this report will give you that information which is usually required for completing a sales tax return. This is a question that arises from time to time. Should I be entering expenses into QuickBooks as checks or as bills?

To answer that, we need a little background on what these two transactions do. When a check is created, whether by using the check form as will happen with the Write Checks icon circled in the above image, or in the Check Register, the amount will post to the account used in the Account field, and the bank balance will be lowered. You can see the two affected accounts in the above screenshot. The bank account, in which the balance will be reduced, at the top. The account that shows lower in the graphic is the expense account that will be increased by the same amount.

The bill form still increases expense, posting to the account you enter on the stub portion of the form as shown. It does not affect a bank account though.

Instead, the other side of the accounting entry posts to Accounts Payable. For the QuickBooks user, that means with a bill an expense is created and a debt to the selected vendor is also created. The bank account is not affected until the bill is paid. If you refer back to the screenshot of the Home Page, the first graphic in this article, you see the Pay Bills icon to the right of the Enter Bills icon. When paying bills that have been entered, this is the choice you want to make.

The expense posts to your books as of the date on the check or bill, whichever you use. But, we plan to pay later, perhaps in thirty days. Using a bill allows you to do that. Always follow the correct procedure. Write Checks is one step. If you Enter Bills, you Pay Bills when that time comes.

Remember, the bill creates the expense. If you enter a bill for something and then come back later and write a check to actually pay it, you have created that expense twice in your books. In our last post we examined sales forms in QuickBooks. A logical next step to looking at QuickBooks features is collecting money. If you invoice a customer, they will pay hopefully at some point in the future.

The following screenshot is the window you will get. Filling out the top portion of the form is pretty straightforward. In the center of the window, QuickBooks lists all the open invoices for this customer.

Sometimes, there may be several open invoices. If the payment is not for all of them, be sure QuickBooks selects the correct invoice to pay. Note also that an invoice may be partially paid and QuickBooks will show that next time you receive a payment.

You can tell QuickBooks not to use the Undeposited Funds account by unchecking the checkbox in Preferences. With the preference changed, we can decide to deposit this payment to a bank account rather than Undeposited Funds. The difference between an invoice and a sales receipt is that in invoice creates a sale and a receivable. That is, the customer owes you for the sale. No money has changed hands. A sales receipt assumes payment is received at the time of sale. So, no customer balance due is created with a sales receipt.

A Credit memo is a refund. QuickBooks does a really fine job of walking you through that process either way. Credit memos are more important than a lot of people realize.

Sometimes they should be used when an invoice has existed for a while waiting for the customer to pay. The credit memo form exists just for this purpose.

Use that instead. This helps employers like you to be aware of which employee is taking control and is involved in which class of work. As an employer, you are likely to need a list of employees to know the nature of work they are associated with.

When you get the report generated, it becomes easier for you to track information and understand your compensation liabilities. Looking for a professional expert to get the right assistance for your problems?

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