The Payroll Detail Review report can help you troubleshoot when payroll calculations aren't turning out the way you expect them to. This report shows you additional detail behind each line item in each payroll transaction, including what rate was in the calculation, whether the tax has a wage base, or whether the transaction was manually modified.
For example, if a tax has stopped calculating on an employee's paycheck and you don't know why, you could run the Payroll Detail Review and see that the employee's earnings have surpassed the wage base for the tax, meaning the employee is no longer required to pay that tax. Alternatively, if QuickBooks is still calculating a tax on an employee's paycheck, but doesn't look like it's using the right rate, the Payroll Detail Review offers a quick way to identify the rate QuickBooks is using.
To create a Payroll Detail Review report:
By default, the report shows all payroll transactions from the current calendar year, and it includes the following columns:
- From the Reports menu, choose Employees & Payroll.
- Then choose Payroll Detail Review.
|Column in report
||The check date of the paycheck or the date of the year-to-date transaction.
||The date and time that the transaction was entered or last edited.
|Tax Table Version
||The tax table version used to create or recalculate the paycheck. The version is identified by a number, for example, 20108.
If the column displays "unknown" for a particular transaction, either the data originated from a prior version of QuickBooks, or there was no tax table installed when the transaction was created or edited.
|Income Subject to Tax
||The amount of income used to calculate the tax. This value is typically used to calculate flat-rate taxes, such as Medicare.
||The total amount of employee wages or earnings on which the tax is calculated.
|Payroll Tax Rate
||The tax rate actually used to calculate the tax (not the current rate, if it has been updated).
||Whether or not the amount was manually edited. The values in the User Edit column include "Y" (the amount was manually edited) or "N" (the amount was not manually edited).
If this amount represents a year-to-date transaction that you manually enter in QuickBooks, the value in the User Edit column is "N" unless the wage base was overwritten when the year-to-date transaction was entered or edited. If the wage base was overwritten, the User Edit value is "Y."
||The amount on the paycheck or in the year-to-date transaction.
If the value in the User Edit column is "N" (the amount was not manually edited), then the "Amount" is the same as the "Calculated Amount."
||The original amount calculated by QuickBooks.
If the value in the User Edit column is "N" (the amount was not manually edited), then the "Calculated Amount" is the same as the "Amount."
||The difference between the "Calculated Amount" and the "Amount."
The report is organized by employee and payroll item, followed by company-paid payroll items and related transactions.
By default, the report includes the following types of transactions: paychecks, year-to-date transactions, and adjustments to payroll liabilities within the current calendar year.
Modifying This Report
You can change the period of time covered by choosing a different date range from the Dates list. You can sort the information in the report by Date, Entered/Last Modified, or Transaction Number. And you can modify the report to show just the details you need by filtering it or showing more or fewer columns. In the report window, click Modify Report. Use the different tabs to customize your report.
To see a transaction in its original form, such as the employee paycheck related to an entry in the report, use the QuickZoom feature. As you move your mouse pointer over the report, you'll see the pointer change to the symbol of a magnifying glass. This is the QuickZoom symbol. Double-click on an amount to bring up more detail about that number in the report. (You can do this on most every QuickBooks report.) When you're in the Payroll Detail Review report, the QuickZoom feature will show the transaction behind the detail line you click on.
Memorizing This Report
You can memorize the report so that your settings will be retained the next time you create this report. You also can print the report, e-mail it, or export it to a comma separated value file or a Microsoft® Excel file.
For more information about reports, see the topics "Getting the most out of a report" and "Memorizing a report for reuse" in QuickBooks Help.
The information contained in the QuickBooks Payroll Bulletin is meant to provide general information about the payroll process and is not intended to provide tax or legal advice. Always consult your tax professional when preparing tax documents.