How do you reconcile paper payroll checks with the Journal Entries that Square sends to QBO ?

[Smacfoodtruck]

I just began using Square payroll and some of my employees do not have direct deposit.  When I run payroll, those team members are flagged for a paper check.  However, I also use QBO and Square sends the data to my QBO.  Square creates a journal entry for payroll.  How do I reconcile that journal entry against the manual checks that I have written?  I'm just afraid that balancing my checking account is going to be a nightmare!

[AshleyK]

Hey there! While I have limited tools on assisting with the connection between QBO and Payroll, I can offer some small advice that may help you out. 

By default, Square Payroll subcategories are combined and reported with their parent categories (For example, Report with Employee earnings). If you’d like a subcategory to be reported as a separate line item or reported in a different QuickBooks Online category, use the dropdown menu to select the desired category.

To edit a category, use the steps below:

1. Sign in to the Payroll section of your online Square Dashboard.
2. Click Settings > Intuit QuickBooks Online.
3. Click Edit.
4. Edit the category mappings.
5. Click Save.

Let me know if you have any other questions. 🙂

[Rp3]

Once your employee cashes their check and it shows up in your bank feed (assuming you connected the payroll checking account to QB, which you should do) you should be able to just select "match" automatically.

If the check shows up in the bank feed but doesn't find a match hit "find match" to see if you can find the transaction that way.

If it is not there then something else has gone wrong, like the check amount did not match the payroll amount exactly (miswrote the check for example). Check the journal entry to see that the check appears there.

If it is not included in the journal entry, go into Square payroll to verify that the check appears in the payroll you ran.

If it doesn't, contact Square Payroll, something is very wrong.

If it is in Square payroll but does not appear in the journal entry, you may need to manually modify the journal entry  to add it in since it didn't properly import the check into QB...

!!BUT!! I would be very careful doing that and you should probably contact an accountant for help at this point