How do I enter payroll information from the current quarter, but before I already started using quickbooks? I was unable to select a pay date from the past.


Hi there, news

Thank you for choosing QuickBooks Desktop (QBDT) Payroll as your payroll partner.

I’m here to ensure that you’re able to enter your historical payroll data for the current quarter and for previous years.

In QuickBooks Desktop (QBDT) Payroll, there are two ways to enter your year-to-date (YTD) amounts:

  • In the Payroll Setup window
  • Outside the Payroll Setup window

If you use the Payroll Setup window, you can only enter the YTD amounts for the current quarter and year. This is the reason why you’re unable to select a pay date from previous years.

I’d suggest using the backdoor process or outside the Payroll Setup window to help you complete your prior payroll setup. Here’s how:

  1. Go to the Help menu at the top, then select About QuickBooks Desktop.
  2. Press Ctrl + Alt + Y or Ctrl + Shift + Y to open the Setup YTD Amounts Window.
  3. In the Set Up YTD Amounts window, see which documents you will need to enter YTD history for. Choose Next.
  4. When prompted to enter the date you want your YTD entries to affect accounts, enter your estimated first payroll date in both boxes. Choose Next.
  5. Enter your estimated first payroll date, and choose Next. This will need to be adjusted to a later date if you have trouble entering current quarter YTDs.
  6. Enter your YTD summaries per employee by double-clicking each employee and choose Next.
  7. When you have completed all YTD entries, choose Next to close the Employee Summary Information window.
  8. If you need to enter payments that you've already made for taxes and other payroll liabilities from the beginning of the calendar year, refer to this link: Enter historical tax payments.
  9. Click the Finish button to close the window.

I’ve added screenshots below to guide you through the third to sixth steps.

For more information, you can check out this article: Enter Historical Payroll Data in QBDT Payroll

Once the prior payroll setup is completed, you can navigate and click these payroll topics for your future reference.

Please feel free to reach out to me if you have other payroll concerns. I wish you continued success with QuickBooks. Take care always, news!

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IntuitRaymondJay , Community Support Specialist
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