Payroll in Accounting, and paying what was withheld

What goes into the books

While your team's books are kept in Accounting, Payroll adds four accounts to them: Wages and salaries and Employer payroll costs (expenses), and Wages payable and Payroll deductions owed (what you owe).

• Approving a pay run adds one entry on its pay date: gross pay to Wages and salaries, the team's contributions to Employer payroll costs, what was withheld and the contributions to Payroll deductions owed, and net pay to Wages payable.
• Marking it as paid moves net pay from Wages payable to the bank or card account you chose.
• Returning it to draft takes its entry out again.

The entries name no employee, so the books do not show anyone's pay. If your books were set up after you started Payroll, every approved and paid pay run from the books' start date is added the next time the books are brought up to date. In Settings, Pay items, an item can post to an account of your own instead, such as a separate account for pension contributions.

Paying what was withheld

Payroll does not pay your tax authority or pension provider. Summary totals the approved and paid pay runs whose pay date is in a range: this month, last month, a quarter, a tax year or, under Dates, two dates you choose. It shows each employee's gross pay, each pay item, net pay and the team's contributions, with the totals, and Download CSV saves them for your accountant.

When you pay what was withheld, record it in Accounting as a bill, or categorize the bank transaction to Payroll deductions owed. Summary links to that account for anyone who keeps the books.

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