Managing Advances to Employees Against Salaries Without Using Payroll Module in Quick Books

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Managing Advances to Employees Against Salaries Without Using Payroll Module in Quick Books

This procedure is for managing payroll in quick books without using payroll module for small company or small number of employees, with this procedure accounting of various employee related expenses can be tracked also. There are two ways to enter employee related expenses and payroll cost.

To record advances to employees/Expenses, follow navigation:

Go to  --->    Company TAB    ----->  Make General Journal Entries

Go to  --->     Home Page  ----->         Write Checks

Make General Journal Entries:


  1. Select the transaction date and In Account column select “Advances to Employee Against Salaries or the Account have created for Employee Advances”.
  2. In Debit column put amount. For example, you are giving 10,000 CU advance to an Employee.
  3. Add comments related to this transaction in Memo column and Must add the “Name of Employee” in Name Column. Leave Blank Billable column.
  4. Select “Bank Account” or “Cash in Hand Account” in second Row and amount in Credit Column. Also add Employee Name in Name here.
  5. Click "Save & New" or "Save & Close".

Recording Employee Advances through Write Checks:


From Bank Account Select “Cash in Hand” or “Bank Account” from dropdown list.

Select “Employee Name” in Pay to the Order of and description in Memo.

Click on “Expense Tab” and Select account you have created for “Employee Advances”.

Advances Report/Inquiry

To get report about Employee Advances go to Chart of Account from Home Page or Press Short key “Ctrl +A” to open Chart of accounts, search Employee Advances Account and press “Ctrl +Q” to get Quick report for Employee Advances. You can also get this report after selection of this account from the “Reports” menu in the bottom of Chart of Account.

You can add/remove columns as per your need from “Customize Report” Option. For finding specific Employee data choose filter option from Customize report Pop-up after applying “Name Filter”. Select the employee from the dropdown and get report.

Advance Adjustment at the time of Salary Disbursement and reporting thereof will be share in next lesson.


Advance Adjustment at the time of Salary Disbursement and reporting thereof will be share in next lesson.

Thank You!

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