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Setup QuickBooks Payroll Chart of Accounts

Setup QuickBooks Payroll Chart of Accounts

What is the Chart Of Accounts In QuickBooks Payroll?

QuickBooks program exhibits exclusive tracking and reporting methods for your business accounts and finance that will help you gain insights into the financial health of your business. Let us discuss how QuickBooks Payroll Chart of Accounts helps in business analysis.

QuickBooks software helps in business analysis through different lists such as Chart of Accounts, Items List, Class List, and Customer Type List. If having issues while managing accounts, learn how to fix the QuickBooks Payroll Chart of Accounts Errors easily.

The configuration of the QuickBooks payroll Chart of Accounts is simple and easy. The chart of accounts indicates the list of asset, liability, equity, income, and expense accounts that are used to assign regular business transactions.

It is very important to list what is used in QuickBooks to streamline the financial structure of your business. While preparing this list with the accounts summary, other lists are also used to gain information that helps in better decision-making for your business. More information gets connected with QuickBooks Payroll Customer Service before starting.

Types of Accounts in QuickBooks Payroll

Different Types of Accounts:

There are six different account categories used for tracking the financial position of your business. They are assets, liabilities, equity, income, cost of goods sold, and expenses.

  • Assets: Anything purchased that can be used for economic benefit is termed an asset. Assets that can be quickly liquified are a bank, Accounts Receivable, gold, etc. Current Assets comprise the QuickBooks Inventory Asset and the Undeposited Funds account. The Fixed Asset is used to track purchases of tangible property.
  • Liabilities: Liabilities refer to the company debts that are yet to be paid. It comprises subsections: Accounts Payable, Long-Term Liability, Credit Cards, and Other Current Liability
  • Equity: The Equity account category holds the leftover interest of the business after the liabilities are paid. Accounts in this category comprise of common stock, owner’s investments and draws; retained earnings; and opening balance equity.
  • Income: The earned money from selling the products or services is signified as income.
  • Cost of Goods Sold: The Cost of Goods Sold account is for the costs directly related to giving a service or good for sale. There is a direct relationship between these costs and your revenue. In case your company offers a product, your cost of goods sold (COGS) expenses would include the material, labor, and other costs that are involved in selling the product.
  • Expense: An expense indicates when an asset is used or there are some cash transactions made. The expense accounts were prepared during the Express Start or Advanced Setup and accorded you all the general divisions required for tracking your business expenses.
Note : QuickBooks Payroll MAC user also having same features available but in different option .

How to Setup QuickBooks Payroll Chart of Accounts?

The Chart of accounts contains all the associated accounts in QuickBooks. At the time users create the company file, the accounting software automatically uses the details to create the chart of accounts according to the department. Moreover, you can add multiple accounts.

Here are the steps to embed a new account into your Chart of Accounts:

Total Time: 20 minutes

  1. Discover Setting Section

    First of all, Find the Settings section

  2. Choose Chart of Accounts

    Now choose the Chart of Accounts

  3. Choose New Option

    Choose the New option to make a new account

  4. Select the Type of an account

    Now locate the drop-down button name Account Type to select the type of account

  5. Find the Drop-Down Button

    After this discover the drop-down button named detail Type to click on the type of suitable details regarding the transactions you need to track

  6. Name the Account

    Give a new name to the account

  7. Add description

    You can also add a description in the type description box

  8. Choose Sub Account Option

    If there is available a sub-account of an already present account then you have to choose the sub-account option

  9. Write Parent Account

    After this write the parent account

  10. Ensure You Have Entered Account Details

    Ensure that you enter the accounts identical to the real-time bank account

  11. Choose the dropdown

    In case you need to begin the finances tracking then choose the drop-down which says finance. It will let you select the transaction you need to monitor

  12. Choose Today to begin

    Choose Today to begin tracking transactions of the current day

  13. Write The account Balance

    Now write the account balance for today in the field named Account Balance

  14. Click on Other

    If you need to choose another date to proceed with tracking transaction then click other

  15. Choose the date field

    Now choose a date field to select the date you need to begin tracking transactions

  16. locate the account balance box

    Locate the Account balance box to write the account balance for the date you select

  17. Save & Close

    At last click on Save and then hit on the Close option

How to open a Chart of Accounts in QuickBooks Desktop?

  • Discover the company, Accountant, or Lists option
  • Hit on Chart of Accounts
  • How to open a Chart of Accounts in QuickBooks Online?
  • Discover the Settings option
  • Hit on Chart of Accounts

How to edit an account in QuickBooks?

  • Click on Lists at the top option
  • Hit on Chart of Accounts
  • Select the account you need to edit and right-click on it
  • Choose the edit account and then perform the mandatory modifications
  • Click on the Save and Close option

How to delete an account in QuickBooks?

  • Click on the Lists tab
  • Now find and hit on Chart of Accounts
  • Select the account you need to delete
  • Give a right-click on it
  • Choose delete account and then click on the OK button

How to set up Liability accounts in QuickBooks?

Liability refers to the amount of sum you owe to other individuals. They are generally your debts which include credit card debt, personal loans, mortgages, credit card balances, payroll Taxes, and income taxes payable. The liability accounts consist of items like promissory notes, credit card balances, payroll taxes, bills, etc.  When you fill the loan in your company chart of accounts, ensure that you enter the amount of the loan.

Steps to set up a liability account

Follow the below-mentioned instructions:

  • Discover the Settings option
  • Hit on the Chart of Accounts tab
  • Click on the New button to make a new account
  • Locate a dropdown named Account type
  • Choose long-term liabilities
  • Click on other current liabilities if you need to pay for the current year 
  • locate Notes Payable listed in dropdown named detail type
  • Now give a suitable name
  • Click on the dropdown button that says When do you want to start tracking your finances if you need to proceed with the transactions monitoring
  • Choose Today for current-day transaction tracking
  • Locate the field named Account Balance, and fill in the account balance for today
  • Click on Other to select a customized date to start transaction tracking
  • Now pick the date in a field named to select a date
  • Discover the Account Balance field to fill the account balance for the selected date
  • Fill the complete loan amount as a negative amount
  • It will set the liability account with the total amount
  • Hit on the Save and Close button

How can you map the chart of the account before executing Advanced payroll?

Mapping a Chart of accounts is necessary to run payroll in QuickBooks. So make sure you have correctly organized the expenses and liabilities of the payroll.

Follow the instructions:

  • Firstly sign in to the Advanced payroll to get prepared to run the Payroll
  • Locate the initial setup wizard to update the mapping
  • Once you have an update in mapping you can fill in the correct bank account & payroll liability accounts
  • After this, you are eligible to modify the account settings to delve into in-depth reporting.

How to export the Chart of Accounts?

There is an export configuration option to embed into an Excel spreadsheet export to view the active accounts in the complete chart of accounts. Moreover, you can export the configuration of the Chart of Accounts through Data extracts by locating the payroll settings.

How to Organize the Chart of Accounts?

For the better organization of the Chart of Accounts, it is essential to understand in depth the balance sheet and its other related core elements.

You must have an awareness of the different primary groups available in the chart of accounts including income accounts, Asset accounts, liability accounts, and expense accounts.

However, accounting software is beneficial in managing the Chart of Accounts. You need to explore the best version of QuickBooks to effectively handle business accounting with fewer errors. It will permit you to properly understand the chart of accounts to track the amounts mentioned in the balance sheet.

How to update the Chart of Accounts in QuickBooks payroll?

There are two sections available on the chart of accounts page.

Here are below:

1. Primary accounts

These accounts are beneficial when their location-specific accounts are not available or mapped

2. Location-specific accounts

These types of accounts are useful to override the primary accounts for particular transactions at a specific location. The working of the location-specific accounts is identical to primary accounts, but, they are only applicable to a particular location. You can easily allocate a few transactions to different accounts

Watch the full video to set up the Chart of Accounts in QuickBooks

Get Help Chart Of Accounts QuickBooks Issue Problem


How to set up payroll accounts in quickbooks?

To set payroll accounts in quickbooks, you need to;

  1. Open QuickBooks and click on the “Employees” tab on the left-hand side.
  2. Click on “Payroll Setup” and select “Get Started” to begin setting up your payroll accounts.
  3. Enter your business information and click “Continue.”
  4. Choose your payroll options. You can select to manually process payroll or set up QuickBooks to automatically calculate and process payroll.
  5. Enter your employee information, including their name, address, social security number, and other details.
  6. Enter your federal, state, and local tax information, including your tax rates and filing deadlines.
  7. Choose your payment schedule.
  8. Once you have entered all your information, click “Finish Setup” to complete the payroll setup process.
  1. Are there any kinds of sections in the Chart of Accounts?

    Yes, 2 sections are as follows:-

    💠 Location Specific Accounts- The primary accounts are overridden by these accounts for the transactions according to the location.
    💠 Primary Accounts- When there is no location mapped then these accounts are used.

  2. What is the hierarchy of Mapping accounts?

    Top Level- In this the Default account mapping is done

    💠 Second Level- The Expense category mappings, pay category mappings, and Deduction category mappings are done
    💠 Third Level- In this, the location-specific account mappings are done.
    💠 Fourth Level- According to the location deduction category mappings, Pay category mappings, and Expense category mappings are included.

  3. How to set payroll in a Chart of Accounts?

    💠 In QuickBooks, click on the Employees menu
    💠 Then select the option Payroll Settings
    💠 After that, click on the Chart of Accounts that is under the Business settings option.

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